Capturing invoice data

1 Capturing invoice data

Invoice images can be captured by web scanning or by mail import.

Invoice image and data can be captured by XML import.

1.1 Capturing paper invoices by web scanning

Invoice images are entered into the system upon arrival through paper web scanning or file import.

The process of web scanning contains following steps:

• Batch preparation
• Batch creation
• Capturing the images by scanning or file import (scan application)
• Validation of the separation
• Release to the recognition server

1.1.1 Batch preparation for paper invoices

Before scanning the invoices, the scan batches have to be prepared:

• 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.

• You can [ print these separator sheets] by clicking in the Actions menu of the web scanning.
• The page indicator can be found in the [ scan application].

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

Note: you have always to divide the invoices depending the journal.

Best practice: Make following batches

• Separate multiple pages and single pages.
  • Scan multiple page invoices with separator sheet.
  • Scan single page invoices using the “page indicator”.
• Divide invoices depending on journal.
• Stack invoices and credit notes apart (optional).
• Stack invoices of same period together (optional).
• Approximately 20-30 documents per batch.

1.1.1.1 Scan batch view

Location: Web scanning

At the right top of the web scan menu, you’ll find the menu “Actions”. In this menu you can create a batch or print the separation sheet.

In the main screen you’ll find a list of all the batches for your user for the selected company that aren’t processed yet.

The list shows you following details of the batches:

• Batch name: standard date and time
• Company: company for which you are scanning
• Batch type
  • Incoming invoices
  • Outgoing invoices
• Status: These are the possible statuses your scan batch can have.
  • New: batch has just been created.
  • Scanning: scan application is running.
  • Received: server received the scan batch.
  • Ready for transformation: batch is ready to be processed by the OCR server.
  • Transformation: batch is being processed by the OCR server (recognition).
  • Import error: error while importing the batch in the OCR server.
  • Transformation error: something went wrong during the OCR server.
  • Finished: scan batch is not visible anymore, documents are ready to be validated in ScanPro

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

Next to the “Actions” menu you can find information on how many scan batches (pages) are available in the list.