Skip to content
English
  • There are no suggestions because the search field is empty.

ProScan+ - My Scans

How to manage and process your invoices

My Scans

My Scans is your company's list of invoices to be proceess and published to Procore.

All Smoothx Tools Members (Users) with access to the ProScan+ product will be able to access and work in My Scans.

Manage the invoices that require additional information or track invoices that have already been published to Procore and are currently going through review.

ProScan+ provides a permanent record of all invoices processed.

Nothing can be deleted, giving you a full audit trail.

My Scan includes:

  • Navigation Shortcuts

    • Locate specific invoices based on status using the shortcuts

  • Archive Folder

    • Published and Approved Procore invoices can be found in the archive. Move invoices the don't require publishing to the archive. 

  • Bulk Actions & My Scan Menu Buttons

    • Perform bulk reviews, bulk publishing, export tools, flagging tools and filter your My Scan results.

  • My Scans Search Results

    • Sort and view your company list of invoices to be published to Procore.

Navigation Shortcuts

These shortcuts make it quick and easy to locate specific invoices based on status.

  • All

    • View the full list of invoices in My Scans.

  • Published

    • View invoices that have been published to Procore.

  • Ready to be Published

    • View invoices that have all the required information, but have not yet been published to Procore.
  • On Hold
    • View invoices that have been marked "On Hold". On Hold Scan can not be published.

  • Requires Additional Information

    • View invoices that require more information before being able to complete the publish, e.g. missing vendor, Purchase Order number.

  • Potential Duplicates

    • View invoices flagged as a potential duplicate. ProScan+ compares file names, invoice numbering and vendors to identify potential duplicates.
    • Note: ProScan+ does not scan the content of Procore. Only invoices processed through ProScan+ can be checked.

  • Revise & Resubmit (in Procore)

    • View invoices that were published to Procore, and have been give the Procore status of Revise and Resubmit.

  • Deleted (in Procore)

    • View invoices that were published to Procore, and were then deleted from in Procore.
    • Note: These invoices may require review and republishing as required.

Archive Folder

The Archive Folder stores invoices that do not require publishing to Procore, along with invoices that have been published to Procore and have the Approved status applied.

ProScan+ Settings allow you to control automation rules around when published invoices are moved to the Archive Folder.

Archive Settings

See: ProScan+ Settings - Features

Moving Invoices to the Archive Folder

Invoices can be manually moved from My Scans to the Archive Folder, e.g. duplicate invoices

From MyScans

  1. Tick the selected invoice(s) in My Scans.
  2. Select the Status button
  3. Click Archive (selected scans)

From Scan Page

  1. Open the selected scan
  2. Add Notes as required
  3. Click Archive (located at bottom of scan)


Bulk Actions & My Scan Menu Buttons

You can carry out bulk actions, export selected invoice details, and flag your invoices for easy searching.

  • Bulk Publish

    • Bulk publish selected invoices.

  • Bulk Review

    • Bulk review selected invoices.
  • Assign To
    • Assign selected scans to a specific ProScan+ user.
    • Visible to Admin Users only

    • By default, every user sees all of the scans in My Scans/Archive Folder. Smoothx Tools Admins can edit "Allow Actions" to restrict access to:

      • scans they uploaded, plus
      • scans Assigned To them.
    • See Smoothx Tools - User Management

  • Bulk Assign Vendor

    • Bulk Assign Vendor (Direct Costs Only).

  • Bulk Assign Project

    • Bulk Assign Projects.

  • Status


    • Bulk apply/edit status to selected invoices.

    • NOTE: Published Invoices require you to open the scan and click "Update in Procore".

    • Approval Workflow
      • Submit for Approval  - Submit selected scans for Approval Workflow review.
      • Approve Submitted - Approve scans in a Workflow.
      • Reject Submitted - Reject scans in a Workflow.
    • Procore Status
      • Approve - Apply Approved status to selected scans.
      • Pending - Apply Pending status to selected Invoice (Direct Costs Only).
      • Draft - Apply Draft status to selected scans.
    • Scan Status
      • On Hold - Apply an On Hold status to selected scans.
      • Release Hold - Remove the On Hold status from selected scans.
    • Archive / Delete
      • Archive - Move selected scans to the Archive Folder.
      • Delete - Move selected scans to the Archive Folder. Does NOT delete scans from Procore.
      • Delete in Procore - Removes a published scan from Procore. Scan can edited and then republished.
      • Un-Archive - Move selected scans from Archive to My Scans.
    • Recheck Scans
      • Recheck Ready Status - Checks scan to confirm if the "Ready to be Publish" status has been met.
      • Resync Attachment - Resync attachments to Procore for published scans.

  •  Exports

    • Export selected My Scans data / or with PDF attachments:

      • Summary Export - Zip file export with attachments and CSV summary (1 row per invoice number)

      • Detailed Export - Zip file export with attachments and CSV details (multiple rows per invoice number including cost code breakdown)
      • CSV Summary Export - CSV export (1 row per invoice number)
      • CSV Detailed Export - CSV export (multiple rows per invoice number including cost code breakdown)

  • Flags

    • Tag your invoices with a coloured flag for easy searching and invoice identification, e.g. Invoices with an overbilling issue.
    • Remove Flags.
    • See: ProScan+ Settings - Flags
  • Reload
    • Reload the data displayed in My Scan search results.

  • Refresh

    • Refresh the data associated with selected Published Procore invoices, e.g. Procore Status refresh.

  • Columns

    • Hide or Show columns displayed in My Scan search results.
    • See below for column details.

  • Filters

    • Apply search filters to narrow down your invoice search results
  • Search
    • Enter invoice numbers, vendor names etc. to narrow down your search results.


My Scans Search Results

The following columns are available in your My Scan search results:

  • Project Name - Full Procore project name.
  • Project - Procore project number.
  • Commitment # - Procore Purchase Order/Subcontractor number.
  • Invoice # - Invoice number.
  • Vendor - Vendor name.
  • Type - Invoice Type. Direct Cost Requiisition (Progress Claim)
  • Date - Date of invoice
  • Due Date - Invoice due date
  • Submitted At - Submitted date (Progress Claims Only)
  • Review Date - Date the scan is to be reviewed.
  • Amount - Total amount of scan line items.
  • Procore Amount - Total amount to be published to Procore.
  • Scan Status: 
    • Missing - Requires more information before publishing.
    • Ready to be Published - Ready to publish to Procore.
    • Published - Scan has been published to Procore.
    • Duplicate - Potential Duplicate Invoice number.
  • Procore Status - Current Procore status on Published scans. Updates when Procore is amended.
  • Sync - Green tick = Published / Red tick = Not published
  • Missing Information - Hover on the dot to see what information is required.
  • Sync Errors - Error messages when unable to publish.
  • Notes - Notes added to individual scans. 
  • Flag - Colour flag applied to scan.
  • User - User who scanned the invoice. Company name displayed when invoice is sent via forwarding email.
  • Assigned To - User name who is assigned to the selected scans.
  • Approval - Shows the Workflow Approval stage.
  • Published By - User that completed the publish to Procore.
  • Employee - Procore employee name (Direct Costs Only).
  • Created At - Date/time scan was added to ProScan+.
  • Updated At - Date/time scan was last updated in ProScan+