Difference between revisions of "Capturing invoice data"

Revision as of 16:36, 9 June 2016

There are a few possibilities to capture the invoice images:

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

1 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

1.1 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.

Different stacks can be made, depending on the batch fields.

You always have to divide the invoices depending upon the journal.

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.

1.1.1 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

In case the batch is a mailbatch, the type will be Incoming invoices by default.

This can be changed by editing the batch via the "Edit" button

• 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

In case of import or transformation error, please contact our helpdesk.

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.

You can’t continue working with a batch with scanned documents on another computer. Images are locally stored on the computer before sending the batch to the server. So you have to finish your batch on the same computer.

1.2 Batch creation

Make sure you are working in the company for which you want to scan the invoices. For more info on selecting a company, click here.

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

All fields (with exception of "Directly to finish" will have a proposed value. If you would like to change that value, click the "Lookup list" button to browse the different available options. It's also possible to start typing a value. In that case, a list with possible values will appear.

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.

1.3 Capturing the images by scanning

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

Following screen will pop up.

All installed scanners will be displayed in this popup screen. If you have a VRS scanner, it is advised to use this device. This is because it's guaranteed to have better scanning results

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.

Blank pages are deleted when scanning with VRS or when the scan setting "Blank page detection" is enabled.

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.

When scanning one recto verso document, you will have two documents if this setting is set to Split each 1 pages.

Scanning with the setting "Blank page detection" enabled": blank pages are deleted during separation. 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 two.

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

This option will be the fastest, because no barcode recognition or separator sheet detection is executed.

It is advised to use the "Blank page detection" for webscanning.

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.

1.4 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.

2 Capturing the images by file import

The scan application has also the possibility to import images by file import:

• Open webscanning
• Click on (Add from file) to import pdf/tiff/jpeg files. A browser will appear to select the import files.
• Select the files you want to import.
  • If you want to select multiple files, using the “Ctrl” button.
• Blank pages are deleted if configured in the scan settings.
• In file import, you can work also with separation sheets in order to do the separation.
• If you want to automatically split the imported file in multiple documents, you can select Split on import and define the number of pages.
• 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).

When importing files, be aware of following file conditions: Grayscale No photo 300dpi No secured PDF

3 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 Click (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) (Rotate selected images right) to rotate the images.
• Click (Save and close) to save the scan batch without sending to OCR.
• Click (Zoom factor) to scale the thumbnails.
• You can drag and drop the selected pages in a document or to another document.

4 Release to recognition server

Click on (Save Send) to save the batch and send it to the OCR

5 File upload

6 Mail