Payables & Cash Management

Get Involved. Join the Conversation.


    Prithis Das
    Accounts Payable Invoice scanning issues
    Topic posted May 8, 2017 by Prithis DasBronze Trophy: 5,000+ Points, last edited January 30, 2019, tagged Financials, Invoice Imaging, Payables 
    669 Views, 12 Comments
    Accounts Payable Invoice scanning issues
    Requesting feedback from other customers on Accounts Payable invoice scanning

    My client has implemented Payables invoice scanning. They have been emailing the scanned images/PDFs to the designated email address.

    We have seen the process breakdown thrice since January, when we went live. The process will suddenly stop at the beginning of a new week. Then it will slowly start importing invoices in batches over the next few days, and then it will start working normally. Then a few weeks later again it will stop abruptly, and then limp back to normal over a period of a few days.

    We are unable to find the root cause of this issue. We have had a SR open for a while, however, there is no resolution yet.

    Has any other customer faced this issue with invoice scanning?





    • Becky Alvarez

      Would you mind sharing the SR number?  I would like to make sure developers have looked at this issue.

      Oracle Invoice Imaging have lot of issues. The time it takes from email server to OFR and OFR to IPM is scheduled batch job. If the load is too much it might take time but
      Oracle operational team should have answer for such issues.
    • Becky Alvarez

      It looks like the support with the help of development resolved the issue.  The some of the attachment files were 40MB which over the recommended 10MB size limit which was causing the issue.  We implemented the work around for that issue and these huge files should not cause the imaging to appear to 'stop' and then start up again slowly if they should come through again.

    • Prithis Das

      We did have one user sending a 40 MB file  for scanning and this caused a bottleneck in the invoice scanning process.

      Also, we found that some users are simply forwarding the emails (with PDF attachments) from suppliers to the designated Oracle email address for scanning. This could cause other file types to be sent to Oracle.

      We are looking for any best practices and experiences of other customers in this process.

    • Becky Alvarez

      I know there was an issue with latest version of Adobe and the PDF file formats it was generating and that we had to upgrade some software on the image servers to support this but that should now be resolved.  So it may not have been an issue of forwarding the invoice e-mail but the PDF format itself.

      There should not be any issues with forwarding invoice e-mails as that is a common practice.  Best practices are covered in the Imaging User Guide (MOS Doc Id 1966280.1) and should be reviewed for updates every few releases especially if there have been imaging enhancements in that release.   Also, if there are unexpected issues then an SR should be logged because imaging should be yielding consistent results and if it isn't then you should as support to take a look as it maybe something causing imaging to misbehave.

      I hope that helps.


    • Prithis Das

      We had invoice scanning halt once again. We opened a new SR. Since we opened the SR the problem got resolved and we are now seeing invoices getting imported from the images. However, Oracle identified that one specific invoice, which was in PDF format, caused this outage. I asked the users to send me the PDF. This PDF seems to be corrupted as it does not open up and has a file size of (apparently) 0 kb.

      The scanning process in Oracle seemed to have got stuck when it tried to process this corrupted file. There could be some room for improvement here. The process should reject the file with some kind of notification, and move on processing the other files.

    • Becky Alvarez

      Agreed, it should reject the invoice.  The only notification that would be generated would be accessible via the Audit Report.  For more information on the Audit Report refer to MOS note 2210741.1

      • Prithis Das

        Thanks for the suggestion for the Imaging Audit Report. We are in the process of doing Step 1 of the action plan, which requires a SR with Oracle to enable image auditing.

        We had a case where a corrupt PDF file was sent to the server and this stopped the entire process for some time. The audit report will hopefully identify this.

    • Virginia Baez-Ponce

      Hi Prithis,

      We have successfully implemented invoice imaging and have been using it since April '17. We set-up 'Import Payables Invoices' and 'Import Payables Invoices Report' to run every 30 minutes so it will not create any bottlenecks. The Report helps us locate any issues and/or warnings.

      We have noticed that there is a page limit.

      I hope this helps!


      • Angela Langely

        Do you have any "Lessons Learned" that you could share? I am currently implementing this with my AP dept. 


        Thank you,

    • Soumya Parhi

      Hi Prithis,

      Oracle is currently providing the PDF Box functionality along with the image scanning solution. This comes free of cost and a future release product.

      Its more efficient than the existing invoice scanning functionality. We have successfully implemented this.