Difference between revisions of "Capturing invoice data"

Revision as of 16:48, 9 June 2016 (view source) Onea (talk | contribs) (→‎Separation validation) ← Older edit		Revision as of 08:28, 10 June 2016 (view source) Onea (talk | contribs) (→‎File upload) Newer edit →
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	==File upload==		==File upload==
		+	<br/>{{warning|This feature is available from 1Archive version '''2.4.119'''}}<br/>
		+
		+	When [[Selecting a company|selecting a company]], you have an extra connector available:<br/>
		+	<br/>[[image:file_upload.png|link=]]<br/>
		+
		+	<br/>This feature allows you to upload files directly from your computer. When clicking it, a pop-up screen appears:<br/>
		+	<br/>[[image:file_upload_popup.png|link=]]<br/>
		+	<br/>
		+	This screen allows you to define several fields for the upload of your file(s). Available fields:
		+	* '''Batch type''': define the type of your file(s). Possible values are:
		+	** ''Incoming invoices'' - this will be the default value.
		+	** ''Outgoing invoices''
		+	* '''Company''': choose the company for which you would like to upload the file(s). Default value will be the company you selected.
		+	* '''Batch name''': define the name your scanning batch should have. Default value will be the current date and time.
		+	* Fields:
		+	** '''Invoice type''': choose the type of the file(s) you are uploading. Possible values:
		+	*** ''Invoice (F)''
		+	*** ''Credit note (C)''
		+	** '''Journal''': choose the journal for which the document(s) should be created. Default value will be the default defined in the settings.
		+	** '''Period''': choose the period for which the document(s) should be created. Default value will be the default defined in the settings.
		+	* '''Dropzone''': drop the file(s) you need to upload here. This can be done by drag and drop. Just select the file(s) you would like to upload on your computer and drop them in the dropzone.
		+
		+	<br/>
		+	When clicking ''"Save"'', a batch will be created and the files will automatically appear in your archive. No extra steps need to be taken.
	==Mail==		==Mail==

---

Revision as of 08:28, 10 June 2016

There are a few possibilities to capture the invoice images:

• Via file upload (available from 1Archive version 2.4.119)
• Via mail
• Via webscanning

1 File upload

When selecting a company, you have an extra connector available:

This feature allows you to upload files directly from your computer. When clicking it, a pop-up screen appears:



This screen allows you to define several fields for the upload of your file(s). Available fields:

• Batch type: define the type of your file(s). Possible values are:
  • Incoming invoices - this will be the default value.
  • Outgoing invoices
• Company: choose the company for which you would like to upload the file(s). Default value will be the company you selected.
• Batch name: define the name your scanning batch should have. Default value will be the current date and time.
• Fields:
  • Invoice type: choose the type of the file(s) you are uploading. Possible values:
    • Invoice (F)
    • Credit note (C)
  • Journal: choose the journal for which the document(s) should be created. Default value will be the default defined in the settings.
  • Period: choose the period for which the document(s) should be created. Default value will be the default defined in the settings.
• Dropzone: drop the file(s) you need to upload here. This can be done by drag and drop. Just select the file(s) you would like to upload on your computer and drop them in the dropzone.

When clicking "Save", a batch will be created and the files will automatically appear in your archive. No extra steps need to be taken.

2 Mail

3 Capturing paper invoices by webscanning

Invoice images are loaded into the system upon arrival through paper webscanning or file import.
The process of webscanning contains following steps:

1. Batch preparation
2. Batch creation
3. Capturing the images by scanning
4. Validation of the separation
5. Release to the recognition server

3.1 Batch preparation for paper invoices

Before scanning the invoices, the scan batches have to be prepared. Take account of following:

• Remove all the staples of the invoices
• No stamps or post-it on the invoices
• Eliminate publicity

Invoices can be separated by putting a separator sheet between each invoice or by indicating the number of pages per stack of invoices.

• The separator sheets can be printed. You can read something more on how to do that here.
• The page indicator (to split your documents after a number of pages) can be found in the scanning application.

Best practices for batch creation:

• Separate multiple pages and single pages.
  • Scan multiple invoice pages with a separator sheet.
  • Scan single page invoices using the "page indicator".
• Divide invoices depending on journal.
• Keep invoices and credit notes separated.
• Stack invoices of the same period together.
• Restrict your batches to approximately 20-30 documents.

3.1.1 Screen layout

On the right side of the screen, right below the company selection field, you’ll find the "Actions" menu. Here you can create a batch or print the separation sheet.

The main screen shows a list of different batches available to you. These are available based on:

• the user who is logged in.
• the company which is selected.
• availability (you haven't processed them yet).

The list shows you following details of the batches:

• Batch name: default value is the date of today and the current time.
  • In case of a mailbatch, default name is "MAIL - date of today and current time".
• Creation date: the date and time on which the batch has been created.
• Company: the company for which you are scanning.
• Batch type: the type of document provided.
  • Incoming invoices
  • Outgoing invoices

• Reception method: the method for receiving the documents. Possible values:
  • Webscanning
  • Mail
  • Manual creation
  • XML
• Status: the possible statuses your batch can have.
  • New: the batch has just been created.
  • Scanning: the scanning application is running.
  • Received: the server received the scan batch.
  • Ready for transformation: the batch is ready to be processed by the OCR server.
  • Transformation: the batch is being processed by the OCR server (recognition).
  • Import error: an error occurred while importing the batch into the OCR server.
  • Transformation error: something went wrong during the OCR recognition.
  • Finished: the batch is not visible anymore, documents are ready to be validated in 1Archive

To the left of the “Actions” menu you can find information on how many scan batch pages are available in the list.

Use following icons to move around:

• "First page": go to the first page of the list.
• "Previous page": go to the previous page of the list.
• "Last page": go to the last page of the list.
• "Next page": go to the next page of the list.
• "Reload": is used for refreshing the list.

3.2 Print separation sheet

To print the separator sheet choose Actions then Separator sheet.


A pdf will appear with the separation sheet. You can print or save it.

3.3 Batch creation

To create a scan batch click on the right side right on Actions then Add scanning batch.

• Select the batch type (Incoming invoices / Outgoing invoices).
• You can define a batch name, the default value is the current date and time.
• Fill in the batch fields, these fields will contain suggested data based on the default values (which are defined in the settings).
  • Fields available for all environments:
    • Invoice type
    • Journal
  • Fields available for EIS and OIS
    • Period
  • Fields available for VIS
    • Bookyear
    • Directly to finish

Click the save button to create the batch and click on "Scan", located in front of your scan batch, to open the scan application.
You can use "Edit scanning batch" to edit the batch fields or "Remove scanning batch" to delete the batch.

3.4 Capturing the images by scanning

Put your papers on the scanner and click on "Scan" to start scanning.

Following screen will pop up.

Below the scanner selection list, you have the possibility to check the box for "Recto verso". This option allows you to scan both sides of a document.

At the bottom of the pop up screen, you can define which settings for separation you would like to use. You have 3 different options to choose from:

• Default: barcode recognition or separator sheet detection is performed during the scanning process.
• Split each x pages: select the number of pages after which you would like to split the document.

• Ignore separation: choose this option if you don't want to separate.

Separation is done without taking into account the blank pages. So if you have a batch of all single documents with a blank page on the rear side, you have to put the split number to one.
If all pages are scanned, you will receive a pop up with the message "Out of paper". If you want to continue with scanning, put more papers on the scanner and the scanning will continue automatically. If you want to stop, click "Cancel".

Repeat the scan steps if you want to scan more pages.

Have to be enabled when you are working with a proxy server. Contact your system administrator for the proxy server details.

Page size: A3, A4 or A5.
Page orientation: portrait or landscape.

Enable if you want to delete blank pages. You have the possibility to determine the intensity of the blank page detection.

4 Capturing the images by file import

The webscanning application also has the possibility to import images via file import:

1. Click "Add from file" to import PDF/TIFF/JPEG files.
2. In the window that appears, select the files you would like to import.
   • If you want to select multiple files, use the "Ctrl" button.
3. Blank pages are deleted if configured in the settings.
4. In file import, you can work also with separator sheets in order to do separation.
5. If you want to automatically split the imported file(s) in multiple documents, you can select Split on import and define the number of pages.
6. I you want to move the imported image to a Done folder, select Move to "done" folder when imported (a Done folder will be created in the import folder).

5 Separation validation

After scanning you will see in the left pane an overview of all the scanned documents with their different pages (thumbnails). In the right pane you will see the image of the selected page.
Following actions can be performed on the scanned pages:

• Put pages into a new document by clicking "Add a new document".
• Split a document by clicking "Split the selected document", a new document will be created from this page on.
• Click "Remove selection" to delete the selected document or page.
• Click "Rotate selected images left" or "Rotate selected images right" to rotate the images.
• Click "Save and close" to save the scan batch without sending to the OCR server.
• Click "Zoom factor" to scale the thumbnails.
• You can drag and drop the selected pages in a document or to another document.

6 Release to recognition server

Click on "Save Send" to save the batch and send it to the OCR server.