Configure edoc NAV invoice cockpit

In this topic you will learn how to set up edoc NAV invoice cockpit for your organization.

In the first step, you configure the fields and the behavior of edoc invoice cockpit. You can decide whether your users work on processes manually or whether you use the job queue entries for automated processing.

You can find the setup dialog under Departments > edoc invoice cockpit > Setup or you can open the setup dialog by opening the search in Dynamics NAV and searching for "edoc invoice cockpit setup". Click on edoc invoice cockpit setup to get started with the configuration.

Configure the fields

In the edoc invoice cockpit setup dialog, you define the basic functions for the edoc invoice cockpit in the General section.

• invoice cockpit active: Use this slider to specify whether edoc invoice cockpit can be used in Microsoft Dynamics NAV.

• Auto invoice creation: Use the slider to specify whether your users can create purchase invoices or general ledger lines in Microsoft Dynamics NAV. The following options are possible when activated:

  • Create process manually: You can create purchase invoices with one click at edoc invoice cockpit > Processing > Create purchase invoices.

  • Create process automatically: The corresponding process is automatically created by a job queue entry. For more information, see: Configure job queue entries for edoc NAV invoice cockpit

• Auto posting invoices: Use this slider to specify whether your users can post purchase invoices or G/L journal lines in Microsoft Dynamics NAV after they have been created. The following options are possible by activating:

  • Create and post processes manually: Your users can create and post purchase invoices with one click at edoc invoice cockpit > Processing > Create and post purchase invoices.

  • Create and post process automatically: The corresponding job is automatically created and posted by a job queue entry. For more information see: Configure job queue entries for edoc NAV invoice cockpit

• Documenttype cost acc.: Select the document type for invoices without order reference. You have the following options:

  • Posting journal: The invoice is created in the General journal You must then use a journal template and enter the batch name.

  • Purchase invoice: The invoice is created under Purchase invoice.

• Activate log: Use this slider to activate whether processes are logged in edoc invoice cockpit.

• Log type: Select the level of detail for the log:

  • Errors only: Only erroneous processes are logged.

  • Information: Both errors and information messages are logged.

  • Debug: All messages relating to processes are logged, e.g. errors and all informational messages.

• Log lifespan in days: Define the logging duration in days. The log entries are deleted after the specified duration. If you enter the value 0, the log entries are never deleted. You cannot delete the log entries manually. The log entries are only deleted by job queue entries.

• Journal template name: Select an entry from the master data to define the journal template name for the general journal lines. You must specify the entry Posting journal under Documenttype cost acc. in order to use the template.

• Journal batch name: Select an entry from the master data for the general journal lines. You must select the entry Posting journal under Documenttype cost acc. and enter a journal template name.

• Overwrite description with posting text: Use this slider to specify whether the description in newly created lines (purchase invoice and G/L journal) may be overwritten by the posting text from edoc invoice.

• Company: Enter the company name that you have defined as the company name in edoc invoice. With the company name, you ensure that the data of the purchasing records are separated per company.

• Open document after creation: Use this slider to specify whether a Microsoft Dynamics NAV document (purchase invoice or G/L journal) that was created with Create purchase invoices or Create and post purchase invoices should be opened directly.

• Distribute charge (item) manually: Specify whether your users must manually distribute the value in Charge (Item) to different item lines.

• Purchase order no. for commercial invoice without purchase order reference: Define a dummy purchase invoice no. for goods invoice items without order reference. The field is required if goods invoice items must be entered in edoc invoice without order reference, but the purchase order number has been set up as a mandatory field.

• edoc invoice app company currency code: Enter the company currency code from edoc invoice if the company currency code is available in edoc invoice. In Microsoft Dynamics NAV, however, the company currency code is displayed as an empty currency code. When importing the transactional data from edoc invoice, the system checks whether the value in the Currency field of the currency code matches the value in the edoc invoice app company currency code field. If the value matches, the value is replaced with an empty value during data import.

• Expert mode: Use this slider to specify whether a person can edit and save entries in the list, e.g. in the edoc invoice cockpit view. By default, users cannot edit the list and entries. However, if an entry needs to be corrected manually, you can temporarily use the expert mode.

In the Dimensions section of the edoc invoice cockpit Setup dialog, you can define up to eight dimensions. The values of the dimensions can be filled with dimension values from edoc invoice when creating purchase invoices or G/L journal lines or existing dimension values can be overwritten with the dimension values from edoc invoice.

You can enter the dimension code for the dimension values 1-8 from edoc invoice in the fields for dimension codes 1-8.

Once you have configured the fields and the software behavior, connect to the ECM system to display the corresponding purchase invoice.

If you want to use ECM Web Integration, proceed as follows:

In the ECM Web Integration section of the edoc invoice cockpit setup dialog, you can set up the ECM Web Integration for edoc invoice cockpit.

• Auto. ECM doc. search: Use this slider to specify whether the search in the ECM should be started automatically when changing records in the edoc invoice cockpit.

• ECM Web Integration active: Use this slider to specify whether ECM Web Integration can be used in edoc invoice cockpit.

• ECM Web Integration Server URL: Enter the URL of the destination application to the ECM system. If you want to use a direct link to the web application, do not enter anything in this field. You must then enter the static URL under ECM Web Integration direct link URL.

• ECM Web Integration Repository ID: (only in connection with ECM Web Integration Server URL): Enter the repository ID of the ECM system.

• ECM Web Integration connection string: (only in conjunction with ECM Web Integration Server URL and ECM Web Integration Repository ID): Enter the connection string using wildcards to perform a search in the ECM system. The result of the search is then displayed to the user accordingly.

• ECM Web Integration Start URL: Enter a URL that is used by default if the search has been configured incorrectly or if you have configured the search as a manual search. The default URL loads the corresponding web page the first time, e.g. a search result.

• ECM Web Integration direct link URL: Enter the URL that is used as the static URL for a web application.

Configure the field mapping

In some cases, edoc invoice is customized and configured so that default fields in edoc invoice can contain other information: For example, the approval policy code is stored in the field for the cost center so that the release steps and workflow completion can be performed smoothly.

Instead, another standard field is created in edoc invoice for the cost center information. Since edoc invoice cockpit expects certain information in its own default field, which may be checked, the edoc invoice cockpit default field must be assigned to the new field in edoc invoice in the edoc Invoice Cockpit Field Mapping list.

When importing data, the information is transferred according to the list. You can open the edoc Invoice Cockpit Field Mapping list in the edoc invoice cockpit Setup dialog by clicking on Field Mapping.

Map the corresponding fields in the edoc invoice cockpit Field Mapping list:

• Table ID: Select the edoc invoice cockpit table whose fields need to be mapped.

• Table name: The name is automatically displayed based on the Table ID field.

• Target field ID: Select the edoc invoice cockpit field that should receive data.

• Target field name: The name is automatically displayed based on the Target field ID field.

• Target field type: The data type is automatically displayed based on the Target field ID field.

• Source field ID: Select the edoc invoice cockpit field that contains the correct data for the Target field ID.

• Source Field Name: The name is automatically displayed based on the Source field ID field.

• Source field type: The data type is automatically displayed based on the Source field ID field.

• Active: Use the slider to activate or deactivate the current mapping. When activating, various checks are performed, e.g. for duplicates, whether all relevant fields are filled, etc.