The following instructions are to aid an OnBase Processor in indexing AP invoices or DV documents. In addition, there are instructions on how to resolve issues that may arise in the course of indexing.

The processor should first log on to the OnBase application.

Select a file to be indexed

1. Left click on the processing icon on the top toolbar.
2. Select the Scan/Index option by left clicking on it - this will bring up the scan queues.

   

3. Left click on the folder titled Awaiting Index - this will bring up the batches that have been scanned and are awaiting indexing.
4. Select a batch by clicking on the batch to highlight it.
5. Right click on the batch and select the Index Documents option by left clicking on that option.

   You will see the first document in the batch and are now ready to begin indexing the batch.

1. When you see the document to be indexed, click on the downward arrow by document type - a list of the types of documents the image can be indexed as.
2. Select the type you are indexing - in this case we will discuss the AP invoice.
3. Select the AP invoice document type by left clicking on it. This will bring up a set of indices.

   

4. Prior to indexing a document, look over the document to insure that all critical information is clearly displayed on the image. Information considered to be critical includes the invoice number, PO number, invoice date, remit to address, line item descriptions, line item amounts and total amount. If this information is not clear, the invoice may have to be rescanned. In a worst case scenario, the invoice may have to be cancelled and the vendor contacted with a request for a more legible version of that invoice.
5. To index the document, you will need to key in the index identifying the document. For AP invoices, the index is PO number followed by invoice number with no spaces between. This index is called the InvoicePO Key. For DV's the index is Document Number.
6. Once the index has been keyed in, tab out of that field. The remaining indices should automatically fill with the correct data for the document being indexed.
7. The processor should check to insure that the indices which filled automatically are correct for the document being indexed.



8. Once the processor has insured that the document has been indexed correctly, he/she should left click on the Index button. This will cause the next image to appear.
9. If the next image is a part of the previous document, the processor need only left click on Append to add it to the previous document.
10. If the next image is different from the previous one, the processor will repeat steps numbered 4 through 7 above.

1. Once all documents in a batch have been indexed, OnBase will return the processor to the main menu.
2. The processor will need to commit the batch to complete the indexing process. This can be done by left clicking on the awaiting commit folder. OnBase will return a list of all batches which have been indexed and are awaiting commitment.

   

3. Left click on the batch you wish to commit to highlight the batch.



4. Right click on the highlighted batch and select Commit Selected from the drop down menu. OnBase will ask the processor if he/she is sure that he/she would like to commit.



5. The processor should respond by left clicking on the Yes button. This will finalize the commit process.