The documents to process can go through several status changes. These are those statuses and what you can do at this point.
| Status | Description | Available Actions |
| For Review | The document has been uploaded and processed and is ready to be reviewed. If automation was enabled and the confidence level reached this would be automatically confirmed. | Can confirm, reject or delete. |
| Confirmed | The document has been confirmed, either manually or automatically, and will be processed by WinMan. | |
| Postponed | The document has been postponed by a user. This is where the document can be parked if there is a problem with it that cannot be immediately resolved. It will not be processed. | Can confirm, reject or delete. |
| Failed | The document could not be imported into WinMan. Check the notes for the reasons. | |
| Deleted | The document has been deleted by a user. | |
| Rejected | The document has been rejected by a user. |
When you send a document to the WinMan it will immediately begin extracting data from it. During this stage, the file has an Importing status.
It is possible something can go wrong during the upload. In this case, WinMan will not import the document. It will receive a Failed status. It can happen if a document is too long, the file is corrupted, or an internal processing error occurs.
Successfully uploaded documents will by default have the status of For Review.
If you enable automation in the queue, every successfully processed document still goes through the For Review state but passes through that state without requiring human review.
If automation is not enabled in the queue, the document remains in the For Review state until the human validator reviews and confirms it.
Contact support to discuss enabling automation on your queue and the confidence thresholds you want to apply.
You can manually review the documents in the For Review status. Ensure all the required data has been captured and is correct. If everything is ok, then click the confirm action. This moves the document to the confirmed status and tell WinMan this document is ready to process onwards to an invoice.
If there are problems with the document you can manually correct the data. Either select the correct element of the document or manually edit the captured data to correct the captured document information. You can then confirm as normal.
If the document cannot be imported. Perhaps the document should not have been uploaded or the document is missing required information then there are a few options. You can use postpone action to park the document to review it later and move it from the review status. You can reject the document if you don’t want to import it but want to keep a copy of it for auditing and duplication checking. Or you can delete the document to remove it from the system.
There is a minimum of information required to process a document. If this minimum is not met, then the document will not be imported. For instance, if the supplier cannot be resolved. In this scenario the document is not processed and any problems are written to the notes against the document.
If the minima are met the document is imported but may not be finalised if the totals do not match. In this scenario the created purchase invoice will be left unfinalised and any problems are added to the notes of the invoice.
Three-way matching
WinMan supports three-way and two-way matching. By default, the document will try and match the products against any outstanding goods receipt for the supplier. If a suitable receipt cannot be found the system will try and match it to an order. If this is unsuccessful, then a non-stock invoice is created for the items on the document. This default behaviour can be controlled at the system level and also individually for each supplier using the AP automation settings, so you have full control over how an invoice is processed.
The original document is attached to the created invoice, so you always have an audit of the source material.