The Needs Attention workspace serves as your workspace queue for invoicing work items that fall outside the standard reconciliation flow. It provides a centralized space to manage and track exceptions generated by automation, such as OCR failures or instances of insufficient or incorrect data, as well as user initiated tasks. It helps you stay organized by keeping all issue based invoicing work in one accessible area.
Access to the widget is restricted to PayAdmin users only.
Needs Attention
Needs Attention Workspace
The Needs Attention workspace serves as the user task queue for managing invoicing work items with issues that fall outside the standard reconciliation flow. Issues are grouped by category for easier identification and can include both system generated alerts and user flagged concerns.
My Workspace Task Counts
The Task Type Dropdown displays the number of tasks within each workspace. The Needs Attention number represents the total number of currently open Needs Attention tasks created today.
Search Here
The Needs Attention tabs offers both Simple Search and Advanced Search Options.
Simple Search:
Use the search field to find records by Invoice # , Document #, and Supplier.
Advanced Search:
Use multi-select filters to refine your results by Invoice #, Document #, Supplier, Filter by Status Type, Created On Date, Assigned On Date, Category, Participants, All Work/My Work toggle and/or Like/Not Like control.
For more details on using the Advanced Search Panel, click here.
Status Type Filter
The Status Type filter allows sorting by Open and/or Resolved.
By default, the filter is set to Open, which includes tasks that are Unassigned, Assigned and/or In Progress. Once a filter is selected, the system remembers the filter choice and automatically applies it the next time you return to the scoreboard.
Created On Filter
Use the Created On Filter dropdown to view tasks by Today, Yesterday, This Week, Last Week, This Month, Last Month, All Time or Date Range.
By default, the filter is set to All Time. When you choose a different period, the system saves your preference and automatically applies it the next time you access the scoreboard.
How to Use the Date Range Filter:
The date range filter helps you narrow down results to a specific time period allowing you to only see the documents or data that matter to you.
How to Use the Date Range Filter:
- Check the Date Range box to enable the filter.
- Select your Start and End Dates from the calendar.
- The system will automatically update the results to show only items within the selected date range.
- To clear the selected dates and perform a new search, click the Refresh icon.
- To view all results, choose All Time from the filter dropdown menu.
Assigned On Filter
Use the Assigned On Filter dropdown to view tasks by Today, Yesterday, This Week, Last Week, This Month, Last Month, All Time or Date Range.
By default, the filter is set to All Time. When you choose a different period, the system saves your preference and automatically applies it the next time you access the scoreboard.
How to Use the Date Range Filter:
The date range filter helps you narrow down results to a specific time period allowing you to only see the documents or data that matter to you.
How to Use the Date Range Filter:
- Check the Date Range box to enable the filter.
- Select your Start and End Dates from the calendar.
- The system will automatically update the results to show only items within the selected date range.
- To clear the selected dates and perform a new search, click the Refresh icon.
- To view all results, choose All Time from the filter dropdown menu.
Category Filter
Use the Category filter dropdown to sort tasks by Auto Rekey, Auto Pay, 3-Way Match, Paysheet, or Manual.
By default, the workspace displays issues across All Categories, although All Categories is not explicitly shown in the default filter view. Once you select a filter option, the system saves your preference and automatically applies it the next time you access the scoreboard.
Participants Filter
Use the Participant filter to display grid results for selected participants assigned the task.
By default, the filter is set to Blank. When you choose a participant, the system saves your filter and automatically applies it the next time you access the workspace.
The participant list currently reflects users configured as AP Clerks in the Reconciliation Center.
How to Use the Participants Filter:
- Use the search bar to find a participant by name, or scroll through the list to locate them.
- Check the box next to the participant(s) you want to filter by - the grid will update to show only items involving those individuals.
- To add more participants, simply locate and select additional names.
- To reset the filter, click the Refresh icon.
- The quantity box shows how many participants are currently selected.
All Work/My Work Toggle
By default, the toggle is set to All Work, displaying tasks across all users.
Switching the toggle to My Work limits the view to only those tasks where you are the assigned user.
Like/Not Like Control
The Like / Not Like control allows users to filter issues based on whether specific text is present or excluded.
By default, the filter is set to Like, returning results that contain the entered text.
Switching to Not Like excludes results that contain the specified text, helping narrow down the dataset by removing unwanted matches.
Search Status and Reset Icon
The Search Bar includes a Reset icon that serves as an indicator of an active search on the grid. When the icon appears highlighted red/active, it signifies that results are currently filtered either by a simple search or by filters applied through the advanced search panel.
Search criteria are preserved as you navigate between scoreboards and dashboards, so returning to a scoreboard will display results based on the active search.
To clear all applied filters and restore the default grid view, select the Reset icon. This action clears both simple and advanced search inputs, including any selections in the advanced panel.
Details
The Needs Attention Grids include:
-
Issue
- Error Detail
- Category and Type Badge: Refer to ‘Categories’ for additional information.
-
Invoice :
- Invoice Date
- Invoice Number
- Lines
- Invoice Total
-
Source Document:
- Source Document Number
-
Supplier:
- Code
- Name
-
Created On
- Date and Time Issue Created
-
Status
- Task status badges are interactive within the grid, enabling users to update the task status directly without opening the task editor.
- Refer to ‘Status’ below for additional information.
- Task status badges are interactive within the grid, enabling users to update the task status directly without opening the task editor.
-
Assignee
- Displays the user badge and name
- Interactive field, allowing you to change the assignee directly from the grid without opening the task editor.
-
Assigned On:
- Date and Time of Task Assignment color coded.
- Refer to ‘Assigned On’ below for additional information.
- Date and Time of Task Assignment color coded.
-
Actions:
-
Create Task: Opens the task editor to perform task related operations.
- You can access it either by clicking on a row or selecting the “Create Task” action. When activated, the grid flips to display the Task Editor.
-
Create Task: Opens the task editor to perform task related operations.
Categories
Hover over the category badge to view the corresponding issue types for reference.
AUTO REKEY
The Auto Rekey category is divided into two types: Auto Rekey Bridge Error and Auto Rekey Validation Failed.
Auto Rekey Bridge Error
- Cannot perform this operation while a physical inventory is in progress
- GetProcurementLineItemList
- The Document Name/Number Already Exists In The System. Please Choose Another.
- Only open transactions can be invoied.
Auto Rekey Validation Failed
- Validation Failed
AUTO PAY
The Auto Pay category is divided into two types: Create Paysheet Failed and Finalize Paysheet Failed.
Create Paysheet Failed
- Invoice # is a duplicate Invoice Number for this Property / Supplier.
- Invoice Amount can not be zero.
- There is currently another pending Paysheet for invoice number 517487228.
- Invoice Date must not be in the future.
Finalize Paysheet Failed
- The Invoice Amount ($$) does not Match the Calculated Payment Amount ($$).
- The Document Name/Number Already Exists In The System. Please Choose Another.
- The Balance of ($$) for Capital Project (Name) will be exceeded.
- Cannot perform this operation while a physical inventory is in progress.
3 WAY MATCH
The 3 Way Match category is divided into two types: Failed to Find Match and Extraction Failed.
Failed to Find Match
- Failed to Mind Match for PO #.
- Document # Found. Duplicate Paysheet: Invoice #.
- Unspeified Matching Error (Document #) for Invoice #.
Extraction Failed
- Missing Purchase Order #
- Missing Fields: invoiceNumber, invoiceDate and/or totalAmount.
Status
The Status column uses color coded badges to quickly identify the state of a task:
Blue (Open) - Includes Unassigned, Assigned, and In Progress statuses, indicating the task is not yet completed and is still being worked on.
Green (Resolved / Not an Issue) - Indicates the task has been successfully completed or determined not to be an issue.
Badges are interactive, allowing you to update a task’s status directly from the grid without opening the full task details.
Assigned On
The Assigned On column displays the date and time a task was assigned, using color coded badges for quick visual recognition.
- Green: Within the first 24 hours
- Yellow: Between 24 and 48 hours
- Red: Over 48 hours
Hidden by Default:
- Invoice Sources
- Payment Date
Column Customization
- Click the three dots in the detail window.
- Select ‘Columns.’
- Choose the desired metrics you want to display.
- Click 'Apply.'
Task Editor
Overview
The Task Editor is organized into three main sections, each designed to manage a specific aspect of a task.
These sections are:
- Title & Properties
- Content
- Activity Bar
- Comments
- Attachments
Detailed explanations of each section are provided below.
Title & Properties
The Title and Properties section of the Task Editor includes the following elements:
Invoice Number
Displays the invoice associated with the task.
Invoice Date
Shows the date of the related invoice.
Category Badge
Indicates the task category.
Assignee
Displays the user currently assigned to the task. Click to update the assignee directly.
Status
Displays the state of a task. Click to update the status directly.
Task Navigation
Use the navigation arrows to move between tasks without exiting the Task Editor.
“X” Close
Closes the Task Editor and returns you to the main grid.
Content
The Content section of the Task Editor includes the following components:
Issue Error Message
Shows the detailed system generated error associated with the task.
Buyer
Displays the buyers associated with the document. If the system cannot identify the document, this field will be empty.
Description
This field is used to provide notes or additional context about the issue and reflect current understanding.
- Click into the field to modify the text as needed.
- To enter a new description, double click the field and delete the existing text this will reset it to “Add description here,” allowing you to input and save a new description or cancel your changes.
- The Description field remains editable and can be updated as information evolves.
- Note: If a permanent message is needed, use the Comment field below; comments cannot be edited or removed by other users.
Resolution
For fields such as PO Number, Invoice Number, Invoice Date, and Invoice Amount, two field boxes are displayed:
- The first field shows the system extracted value and is read only (cannot be edited).
- The second field is editable and allows users to enter the correct or resolved value as needed.
Activity Bar
The Activity Bar includes a responsive toolbar divided into three button tabs:
Comments
Enables both the requester and the assignee to add task related comments for collaboration and communication.
Attachments
Allows users to upload and manage supporting documents related to an issue, including viewing, downloading, and deleting attachments.
Email
Displays details for invoices received via email, including the email subject, sender name, sender email address, and the date and time the email was received. Users can also view the full email content directly within this tab.
Comments
The Comments tab of the Activity Bar is designed to streamline task communication.
- At the top, the user’s badge is always displayed alongside the “Add a New Comment” box, allowing the user to quickly add a new comment.
- Below the input box, all existing comments are displayed in reverse chronological order, from newest to oldest, providing a clear view of the most recent activity first.
Attachments
The Attachments tab of the Activity Bar supports uploading and managing attachments related to the issue.
The section will include a grid and with the following details:
- Attachment Name: Name assigned to the uploaded attachment.
- Attachment Type: Shows the selected attachment type from the Upload Documents feature, displayed as a color coded badge for easier identification.
- Uploaded On: Date attachment uploaded.
-
Uploaded By: Who uploaded the attachment.
- For user uploaded files, this field will display the uploader’s name.
- For attachments generated through automated workflows, this field will be blank.
-
Actions: View, Download and Delete
- More information on Actions below.
Hidden by Default:
- File Type
Actions: View, Download, Delete
The attachment grid includes three actions: View, Download and Delete.
- View: Opens the attachment in the Upload Document window for easy viewing.
- Download: Saves a copy of the attachment to your device for record keeping or offline access.
-
Delete: Permanently removes the attachment from the system.
Use with caution, as this action cannot be undone.
Upload Documents
Attachment Type
The Attachment Type field is required and is used to classify the attachment.
Selecting the appropriate type helps organize and manage attachments more effectively.
Uploading Documents
Drag and drop files into the upload area, or click the area to browse and select files.
You can also click the Select Files button to choose files from your device.
Supported File Types
DOC, PDF, XLSX, TXT, JPG, JPEG, GIF, PNG, MP4, MOV, EML
Managing Files Before Uploaded
Click the edit filename icon to modify the name.
Click the delete icon to remove it from the upload list.
Uploading the File
Click Upload add the attachment to the document.
Steps to Upload a Document
- Select an Attachment Type from the dropdown.
- Add files using drag and drop, the upload area, or the Select Files button.
- Click Upload to complete the process.
The Email tab of the Activity Bar allows you to access email related information tied to the issue, including viewing the original message.
Details provided include:
- Subject
- From
- To
- Processed Date and Time
- Message content
- Invoice attachments sent via email
Please note that the Email tab will only be available when a Needs Attention task has an associated email tied to the issue.
