Question 1

BLANK

Accepted Answer

Question 2

What do I need to do to set up Eclipse for use with DPF?

Accepted Answer

This procedure is just a temporary solution to acquire digital signatures until the full release of Digital Paper Flow.

Invoices

Open Accounts Payable > Invoice Entry and insert a new batch, or open an existing batch.
Click insert to add a new invoice.
Once in the Invoice Entry screen, click the Attachments tab. Then click the Select Files button to add the PDF attachment of the invoice.
Find and select the pdf on your computer and click the Attach button. Remember in Eclipse, your computer’s C: Drive is listed as the M: Drive.
The Invoice pdf will now appear in the viewer window, confirming it has been successfully attached.
Click on the Invoice Details tab and continue entering the Invoice as usual, drawing-down any necessary purchase orders. Click the OK button once complete.
You will then be directed back to the Unposted Invoice List window. Highlight the invoice (s), then right-click and select Send to DPF. Then click the Start button.

Note if you receive an error message at this stage it means you have not been enabled to use this feature, contact support@helpdesk.tphglobal.com

The invoice has now disappeared from the original batch and has been moved to a new batch called DPF Draft Invoices. Once it has been sent for approval in DPF, it will move to the DPF Pending Invoices Batch. Then once fully approved it will move to the DPF Approved Invoices Batch, where it can be posted.
Now login to the DPF website using your EzyPO login details: Digital Paper Flow
Click on the Draft Invoices section where you can find the invoice you just sent from Eclipse.
From here you can click the Edit button to change any details of the invoice, including the approval group.
Once you are ready to send the invoice for approval, click the Send button. Once sent, the approval will receive an email to login to DPF to approve.
The Invoice has now moved to the Pending section. You can see that the Invoice is sitting with the first approver TLannister.
Once the Approver logs into DPF they can click the Approve Invoices section to view all invoices awaiting their approval.

For more details, check out our support article https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1700955017/DPF+Eclipse+Integration

Question 3

How do I set up default approval groups for use in DPF?

Accepted Answer

Once the defaults are set up in Eclipse, when the transaction is sent to DPF for approval, you will only need to edit the approval group if a change is required.

Invoices

If the Invoice does not have a purchase order attached then it will use the Default Approver Group in the System Defaults as specified in the instructions below.

In Eclipse go to Control Table → System Defaults → Digital Approve and fill in the settings for:

Default Location Code
Default Approver Group.

By default, the Invoice will use the same Approval group as the Purchase Order that was attached into it. However, if no PO is attached it will use the default setup in system defaults. We recommend doing this so that it decreases the manual work of selecting the approver group in DPF.
This is why every Purchase Order group in DPF needs to have an Invoice approval chain setup inside of it as mentioned in the start of this article: https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1731067923/Approval+Group+Setup#DPF-Approval-Group-Setup

Petty Cash

To setup Petty cash vendors with their default approval group, you need to go into Accounts Payable → Vendor Master Maintenance → Open the Petty Cash Vendor → Navigate to the Digital Paper Flow tab.

If you do not do this you will need to select the approver group after sending the PC to DPF for approval, which will slow down the workflow.

Right click inside this tab and select Add.
Set the Seq number to 1
Set AppLogin to the default Approval Group name.

For more details, check out our support article https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1833533441/Set+Up+Default+Approval+Groups

Question 4

How do I view team orders?

Accepted Answer

If your administrator has set you up to view Purchase Orders, Invoices or Expenses that you did not draft – such as POs from a certain department, or all POs that have been approved – follow this guide.

Login to DPF
From the Navigation Bar select Orders, Invoices or Expenses.
Click on the View Team Ordersicon in the top left of the page
Once you Have completed, Click the View Team Orders icon once more to hide other team members orders. If you do not Click the icon all orders will remain in the look up.
You can then view PO’s from other members in all PO sections. These include Draft, Pending, Declined, Approved, All. This functionality also works for Invoices and Expenses.

For more details, check out our support article https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1701020658/View+Team+Orders+DPF

Question 5

Is there a mobile app?

Accepted Answer

The Digital Paper Flow Mobile App is available on Apple iOS and Android Devices from the Google Play Store and Apple App Store by searching for Digital Paper Flow Mobile. The download links are also listed below:

https://play.google.com/store/apps/details?id=tph.digital_paper_flow&pli=1

https://apps.apple.com/app/id1576617760

The mobile app allows you to Draft, Approve and view all Purchase Orders.

If your production is setup for it, the mobile app also allows you to View and Approve Invoices (but not Draft an Invoice).

Question 6

How do I search for Purchase Orders?

Accepted Answer

From the Navigation Bar select Orders.
Select the group of the PO you would like to search for. These include Draft, Approve, Hold, Pending, Declined, Approved, All.
Use the search bar and type in the supplier name and press enter. You will be returned with results.

Question 7

How do I search for invoices?

Accepted Answer

From the Navigation Bar select Invoices.
Select the group of the Invoices you would like to search for. These include Draft, Approve, Hold, Pending, Declined, Approved or All.
Use the search bar and type in the supplier name and press enter. A list of results will be returned.

Question 8

How do I create a Purchase Order?

Accepted Answer

From the Navigation Bar select Orders.
Select the +Newbutton.
The New Draft POPreview will appear. Select Edit, a new window will appear.
The Currencywill be set to the default. The currency of the PO can be selected from the Currency drop-list. If a required currency is missing, contact your Accounting Department so it can be setup.

In the Supplier field, enter in the first few letters of the supplier’s name. Click on the vendor. If the vendor choice does not exist, then it must be entered, see Adding a new Supplier.

The date is also set to default and cannot be changed.

Fill in the Import Quoteand Delivery Instructions/ Special Conditionsif applicable.
Scroll down to the Order Details.
Fill in the Order Description.
You can fill in a transaction manually by filling in the details on each transaction line or use the Pencil icon to bring up the assistance tools. When filling in a transaction manually enter in the Description, Chart Code, Insurance, Free Field, Tax, Set, QAPE and Amount (excluding GST). You can type in a few letters of the chart code to find the correct code. To add further transaction lines, select the Plus + icon.
When entering a transaction with assistance use the Pencil icon. Click the pencil a new pop window will appear. Click on the Chart Code and use the search tool bar to find the correct account code. The Chart Codes can be searched by either name or number. Use the tracking codes field to select the appropriate codes required. Enter in a item description. Select the PO type, Service is the default PO. Refer to advanced PO drafting for Inventory, Rental/ Hire, Car and distribution types. Enter an Internal SKU and the discount if applicable. Enter in the amount (excluding GST). Click the Save icon once you have finished.
Scroll down to select the Approval Group and verify the Total Amount.
Add attachments by clicking on the Cloud and select the file destination in the pop-up window. You may also drag and drop attachments to this area. Attachments allows you to add pdf, excel, doc and pictures files. Uploading images of assets is recommended so approvers can see the item referred to in the PO.
Once the PO has been completed, scroll back to the top and click on the Save icon.
You will then be directed back to the Purchase Orders screen. To send the PO for approval click on the Send icon. Your order will be sent for approval to the signature line established by your Accounting Department.

Question 9

How do approvals work?

Accepted Answer

Approve PO:

From the Navigation Bar select Orders.
Go to the Approvetab.
Select the PO you would like to approve. Click theApprove icon. The PO will be moved to the Approved tab.

Approve Expenses:

From the Navigation Bar select Expenses.
Go to the Approvetab.
Select the expense you would like to approve. Click the Approve icon. The Expense will be moved to the Approved tab.

Approve Invoices:

From the Navigation Bar select Invoices.
Go to the Approve tab.
Select the invoice you would like to approve. Click the Approveicon. The invoice will be moved to the Approved section if you are the only approver, and to the Pending section if there are multiple approvers.

Question 10

What process do I follow for sending invoices and expenses from Eclipse to DPF for approval?

Accepted Answer

The article below explains the process of creating an invoice in Eclipse, sending it to Digital Paper Flow for the approval group selection and finally sending it to the approver. The article then explains how an approver can choose to approve the invoice via email or by logging into Digital Paper Flow.

https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1790705710/Process+Of+Creating+Sending+and+Approving+Invoice+-+Eclipse+to+Digital+Paper+Flow

Question 11

I'm interested in using DPF for timecard approvals. What information do you have?

Accepted Answer

If you would like to use Freelance Portal for timecards, and then approve them in DPF, please raise a support ticket requesting this set up. We’ll need your Production Name, an example of the timecard format you would like (as an attachment), the week ending day, and the email address for timecard approvals.

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