Create Incoming Document Records

On the Incoming Documents page, you can use different functions to review expense receipts, manage OCR tasks, and convert incoming document files, manually or automatically, to the relevant documents or journal lines. The external files can be attached at any process stage, including to posted documents and to the resulting supplier, customer, and general ledger entries.

To record an external document in Business Central, first create or complete an incoming document record. You can do those tasks manually, or you can take a photo of the external document to create the incoming document record with the image file attached.

Before you can use the Incoming Documents feature, you must perform the required setup. For more information, see Set Up Incoming Documents.

To approve or reject an incoming document

If you have set up the Incoming Documents feature to require approval to create documents, users with the appropriate rights must approve the records before they're processed. For more information, see Set up approvers of incoming document records.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Incoming Documents, and then choose the related link.
  2. Select the line with the document that you want to approve or reject, and then choose the Approve or Reject actions.

If you approve the incoming document record, the Released check box on the incoming document line is selected. The user in charge of creating, for example, purchase invoices can proceed to process the record.

To create an incoming document record by taking a photo

Note

The following procedure only applies to the Business Central tablet and phone clients.

  1. On the role centre, choose the Create Incoming Document from Camera tile, and then go to step 4.

  2. Alternatively, choose the Lightbulb that opens the Tell Me feature. icon, enter Incoming Documents, and then choose the related link.

  3. On the Incoming Documents page, choose New, and then choose Create from Camera. The camera on the tablet or phone is activated.

  4. Take a photo of a document, such as a purchase receipt, that you want to process as an incoming document, and then choose the Use button.

    A new incoming document record is created with the image attached.

To attach an image to an incoming document record by taking a photo

Note

The following procedure only applies to the Business Central tablet and phone clients.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Incoming Documents, and then choose the related link.

  2. Open the card for an existing incoming document record.

  3. On the document record page, choose Process, and then choose Attach Image from Camera. The camera on the tablet or phone is activated.

  4. Take a photo of a document, such as a purchase receipt, that you want to process as an incoming document, and then choose the Use button.

    The image is attached to the incoming document record.

To create an incoming document record manually

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Incoming Documents, and then choose the related link.
  2. Choose New, and then the Create from File action.
  3. On the Insert File page, select a file, and then choose Open. The file is automatically attached.
  4. Alternatively, choose the New action.
  5. To attach a file, choose Process, and then the Attach File action.
  6. On the Insert File page, select the file that represents the incoming document in question, and then choose the Open button.
  7. On the Incoming Document page, fill in the fields as necessary. Hover over a field to read a short description.

See also

Use OCR to Turn PDF and Image Files into Electronic DocumentsCreate Incoming Document Records Directly from Documents and EntriesFind Posted Documents without Incoming Document RecordsIncoming Documents
Purchasing
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