You can create and match Purchase Ledger invoices by scanning the invoice documents. The invoices can be included in a batch and posted to Purchase Ledger.
The overall process is:
Create a Document Management batch in Document Capture Workbench. Select the Document Category that represents Purchase Ledger invoices.
Click the link in the Batch Name column to upload or import the invoice documents.
There are several ways to add documents to the batch.
On the Upload tab, you can manually upload documents.
On the Import tab, you can import documents from a network scanner location (including a network scanner location that is configured to use a OneDrive location).
You can add documents to the batch by loading them from emails (see Loading documents from email).
When one or more documents have been added, two new tabs appear: Documents and Auto-index.
On the Documents tab, you can manipulate the documents if necessary. See Document Capture Workbench – assembling documents.
On the Auto-index tab, start the auto-index process to create invoices auto-populated with data from the image.
Auto-index process
Enter a batch description and choose the transaction type for the Purchase Ledger batch.
Make sure that OCR PL Invoice is ticked. If not, the process just creates a PL batch with invoices linked to an image.
On the Select Files sub tab, you can deselect any files you don’t want to process.
Click Next.
The OCR Processing screen is displayed. The screen auto-refreshes every 15 seconds.
OCR Processing screen
As soon as one invoice has finished processing, the OCR Data tab and PL Invoices tab appear. When the last invoice has finished processing, the summary screen disappears.
On the OCR Data tab, review and edit the invoice data.
Review and edit process
The OCR Data tab shows a line for each invoice that has been processed. The Validated column shows Data OK on a green background if the invoice data has been created, or Fail on a red background if invoice data has not been created. If invoice data has not been created, this might be because the OCR process couldn’t find the purchase order or the supplier linked to the invoice, or there were errors in dates or totals.
OCR Data tab
To see the error message if data has not been created, move the pointer over the Fail link.
To see the data that has been created, click the link in the Validated column. A frame shows the data returned from the OCR service.
To manually correct the invoice header data, click Open on the row for that invoice, enter the correct data, then click Save.
To view the invoice line data, click the link in the Net Amount column. The line details open in a frame. To manually correct an invoice line, click Open on the row for the line, enter the correct data, then click Save.
You can also click the link on the Invoice Reference column to open the single invoice entry screen and edit the full invoice.
If the OCR process does not recognise text on an invoice, you can set up an alias so that any future invoices of the same type will pick up the value. Click the OCR Aliases button.
Matching
The transaction type of the Purchase Ledger batch determines whether Coins ERP+ tries to auto-match the invoices.
The Matched column shows Data OK on a green background if the invoice has been auto-matched, or Fail on a red background if it was not possible to match the invoice.
To see the error message if the invoice has not been matched, move the pointer over the Fail link.
To manually match the invoice, click the link in the Matched column. The invoice matching screen opens in a frame. An options menu lets you correct the matching, for example by adding missing tickets.
On the PL Invoices tab, check the invoices and correct any standard errors, such as VAT imbalances.
When all the invoices have been processed and the status shows Unposted, from the Batch sub tab, post the batch.