Create invoices by using the OCR service
To create a purchase invoice record from a vendor invoice that has been received as an electronic document from the OCR service, follow these steps:
Select the Search for Page icon in the top-right corner of the page, enter incoming documents, and then select the related link.
Select the relevant incoming document record.
Select the Actions action, select Process, and then select the Create Document action.
A purchase invoice will be created based on the information in the electronic vendor document that you received from the OCR service. The Description and No. fields on the created document lines will only be filled in based on the mapping that you have defined:
As item cross-reference mapping between the item description that you use for an item and the description that the vendor of that item uses.
As text-to-account mapping:
On the Incoming Documents page, select the Actions action, select Process, and then select the Map Text to Account action.
Create a mapping of text on incoming documents to identical text on specific debit, credit, and balancing accounts in the general ledger or on bank accounts. This mapping ensures that the resulting document or journal lines are prefilled with the specified information.
On the Text-to-Account Mapping page, fill in the following fields:
Mapping Text - Enter any text that occurs on vendor invoices that you want to create purchase documents or journal lines for. You can enter up to 50 characters.
Vendor No. - Enter the vendor that the resulting purchase document or journal line will be created for.
Debit Acc. No. - Enter the debit-type G/L account that will be inserted on the resulting purchase document or journal line of the G/L account type.
Credit Acc. No. - Enter the credit-type G/L account that will be inserted on the resulting purchase document or journal line of the G/L account type.
Any validation errors, which are typically related to wrong or missing master data in Business Central, will result in an Error value in the OCR Status field and will be shown on the Errors and Warnings FastTab on the Incoming Documents page. After correcting these errors, you can proceed to process the incoming electronic document by selecting the Create Manually action again.
Because OCR is based on optical recognition, it is likely that the OCR service will misinterpret characters in your PDF or image files when it first processes a certain vendor's documents, for example. The service might not interpret the company logo as the vendor's name or it might misinterpret the total amount on a receipt because of its layout. To avoid these errors going forward, you can correct the errors in a separate version of the Incoming Documents page. Then, you can send the corrections back to the OCR service to train it to interpret the specific characters correctly the next time it processes a PDF or image document for the same vendor.
The OCR Data Correction page, which you open from the Incoming Documents page, shows the fields from the Financial Information FastTab in two columns: one with the OCR data editable and one with the OCR data read-only.
When you select the Send OCR Feedback action, the content of the OCR Data Correction page is sent to the OCR service. Then, the next time that the service processes PDF or image files that contain the data in question, your corrections will be incorporated to avoid the same errors.