Receive and Review
3 minute read
Receive and create Purchase Document
When a document is sent to the designated email address, it is processed and interpreted by the AI engine. The information is then converted into an Incoming Document, ready to be created as a Purchase Document. The new incoming document will appear in Business Central within a maximum of five minutes.
Note
If the application is running in a sandbox, the Job Queue Entry that fetches information from the OCR service will be se on hold after every run. To run the job queue, go to the Job Queue Entries and select ‘Run Once (Foreground)’ for Job Queue Entry 881 (Receive from OCR Service).When issues arise, such as data discrepancies or vendor mismatches, they must be resolved before the Purchase Document can be created. Lern how under the section Correct Data. These documents will be shown under the Failed Incoming Documents tile.
Review the created document
In this step you can complete the creation of the document, adding possible additional information before approvals and posting:
Do so by navigating to New Purchase Documents tile, select the document. Add or change the neccesary information, for example dimensions, projects or other information not specefied from the Incoming Document.
To make the Review step easier, there is a few provided productivity features implemented:
Map text to account available from additional pages
From the vendor or the purchase invoice you have quick access to the Map-text-to account page, enabling use of suggested lines on the Purchase documents based on recognised vendors and/or texts on the documents
PDF Viewer
There is a dynamic PDF viewer accessible in the Fact box pane from any page handling Purchase documents within Business Central. You can also zoom for better visualisation, and it is possible to open and view the full-scale PDF in a separate window.
Create New Vendor from Incoming Document Details
If incoming documents contain vendor details not found in the current vendor list, the incoming document will fail to be created. Users can now create or select a vendor directly from the document, or the Correct OCR Data page, using the information from the incoming document. In combination, users can also use existing vendor templates for quick setup of new vendors
Note
If any amount on the Purchase Document is changed, and the totals on the Purchase Document does no longer correspond to the totals on the Incoming Document, the document can later not be posted. A fact box on the right will show the totals on the Incoming Document as well as on the invoice, indicating if there is a difference between the amount on the Purchase Document and the Incoming Document.When the document is finalized, use the function “Approve-> Send Approval Request/Send Line Approval Request” to send the Document for Approval, or if no approval in enabled, go directly to Post to post the document directly.