The AP Essentials Online Reports Add-in for Microsoft Excel allows you to easily create such reports.
* The add-in supports Excel 2016 (desktop), Office 365 and Excel Online. Earlier versions are not supported. Note that Excel Online cannot open workbooks larger than 5 MB.
The hyperlink above will redirect to the Microsoft Apps download centre where it is possible to get the AP Essentials Online Reports Add-in for Microsoft Excel.
Admin user configuration if using Access Workspace
To use this functionality from Workspace, the Admin user must not use Single Sign On:
Login to Capture as an Admin User
Select Accounts, User Management, Users
Click the name of the required Admin user
Click EDIT
Uncheck Use Identity Provider
Click SAVE & CLOSE
When logged into Workspace as your normal User account and you want to extract data to Excel:
Click the Capture User menu (it uses your name as the title)
Click Log out
On the login screen, enter your Admin user credentials
Follow the steps below
Generating Reports
To generate reports:
Create a new blank workbook in Microsoft Excel.
Enable the AP Essentials Online Reports add-in from the My Add-ins button (insert tab) in Microsoft Excel
In the view that appears (on the right hand side), specify:
The Login URL for Readsoft Online (If you are using Workspace to open Capture this will be https://workspace.readsoftonline.com otherwise it is normally https://acloud.readsoftonline.com/online)
The User Name and Password of an Admin user
* if two-factor authentication is enabled, the two-factor token must also be specified. The token is automatically saved in the current workbook for 30 days. A new workbook will require a new token.
Select the reports to generate and then click Generate
The add-in can generate reports and data sets as follows:
Reports
Invoice Aging
Lists the number of invoices in the system according to these date ranges: greater than 1, 30, 45 and 65 days. This report helps determine how many invoices are overdue for payment. In order to appear in this report, the invoice must have values for the invoice date, currency and gross amount. Credit invoices are not included in this report. The report includes invoices across all buyers.
Pending Invoices
Lists all invoices that are pending verification or approval. This reports includes the following information about each invoice
ID
Customer ID
Customer Name
Buyer ID
Buyer Name
Buyer External ID
Supplier Name
Supplier Number
Track ID
Created Date
Invoice Number
Invoice Date
Total VAT Amount
Currency
Credit/Debit
Data Sets
Document Details
Lists field information about documents currently in the system. Document-detail reports include the following information about each invoice
ID
Batch ID
Track ID
CustomerGroup ID
CustomerGroup Name
Customer ID
Customer Name
Buyer ID
Buyer Name
Buyer External ID
Create Date
Created By
Supplier Name
Supplier Number
Permalink (url to the document image)
Status
Filename
Invoice Credit
Invoice Number
Invoice Date
Invoice Order Number
Invoice Total VAT Excluded Amount
Invoice Total VAT Rate Percent
Invoice Total VAT Amount
Invoice Total VAT Included Amount
Invoice Currency
Supplier VAT Registration Number
* Custom fields are also included in the report.
* if you use the API, line-item table and accounting field information is also available
Document Details History
Lists field information about documents that have been completely processed within the date range specified. In addition to all the fields in the document details data set, this data set also includes Successfully Processed Time.
Document Process Status
Lists status information about documents currently in the system
ID
Track ID
CustomerGroup ID
CustomerGroup Name
Customer ID
Customer Name
Supplier Name
Supplier Number
Invoice Date
Invoice Number
Purchase Order Number
Total Net Amount
Total Amount
Receive Time
Preprocessing StartTime
Preprocessing EndTime
Extraction StartTime
Extraction EndTime
Latest Verified Time
Latest Verifier
Latest Verify Reject Time
Latest Verify Rejecter
Latest Workflow Starter
Latest Approve Time
Latest Approver
Latest Workflow Reject Time
Latest Workflow Rejecter
Latest Workflow Reroute Time
Latest Target System Reject Time
Created Date
Created By
Invoice Currency
Latest Comment
Document Process Status History
Lists status about documents that have been completely processed within the date range specified. In addition to all of the fields in the document process status data set, this data set also includes SuccessfullyProcessedTime.