|
1 |
| -================================ |
2 |
| -AI-powered document digitization |
3 |
| -================================ |
| 1 | +===================== |
| 2 | +Document digitization |
| 3 | +===================== |
4 | 4 |
|
5 |
| -**Invoice digitization** is the process of converting paper documents into vendor bill and customer |
6 |
| -invoice forms in your accounting. |
| 5 | +Document digitization refers to the process of converting paper or digital documents into records |
| 6 | +in a database. Using :abbr:`OCR (optical character recognition)` and artificial intelligence |
| 7 | +technologies, Odoo reads the content and automatically creates and fills in the record's details. |
| 8 | +This process is mainly used for vendor bills (or refunds). |
7 | 9 |
|
8 |
| -Odoo uses :abbr:`OCR (optical character recognition)` and artificial intelligence technologies to |
9 |
| -recognize the content of the documents. Vendor bill and customer invoice forms are automatically |
10 |
| -created and populated based on the scanned invoices. |
| 10 | +.. note:: |
| 11 | + Although less common, this digitization process can also be applied to customer invoices and |
| 12 | + credit notes. The :ref:`settings <accounting/bill-digitization/configuration>` need to be |
| 13 | + adjusted accordingly. |
11 | 14 |
|
12 | 15 | .. seealso::
|
13 | 16 | - `Test Odoo's invoice digitization <https://www.odoo.com/app/invoice-automation>`_
|
14 | 17 | - `Odoo Tutorials: Vendor Bill Digitization
|
15 | 18 | <https://www.odoo.com/slides/slide/vendor-bill-digitization-7065>`_
|
| 19 | + - :doc:`/applications/essentials/in_app_purchase` |
| 20 | + |
| 21 | +.. _accounting/bill-digitization/configuration: |
16 | 22 |
|
17 | 23 | Configuration
|
18 | 24 | =============
|
19 | 25 |
|
20 |
| -In :menuselection:`Accounting --> Configuration --> Settings --> Digitization`, check the box |
21 |
| -:guilabel:`Document Digitization` and choose whether :guilabel:`Vendor Bills` and |
22 |
| -:guilabel:`Customer Invoices` (this includes customer credit notes) should be processed |
23 |
| -automatically or on demand. |
| 26 | +Go to :menuselection:`Accounting --> Configuration --> Settings` and navigate to the |
| 27 | +:guilabel:`Digitization` section. Enable the :guilabel:`Document Digitization` option and choose |
| 28 | +whether :guilabel:`Vendor Bills` should be processed automatically or on demand. |
| 29 | + |
| 30 | +.. note:: |
| 31 | + If the :guilabel:`Single Invoice Line Per Tax` option is enabled, only one line is created per |
| 32 | + tax in the new vendor bill, regardless of the number of lines on it. |
| 33 | + |
| 34 | +.. _accounting/bill-digitization/vendor-bills-upload: |
| 35 | + |
| 36 | +Vendor bills upload |
| 37 | +=================== |
| 38 | + |
| 39 | +Vendor bills are :ref:`uploaded manually <accounting/bill-digitization/manual-upload>` or sent to a |
| 40 | +:ref:`designated email alias <accounting/bill-digitization/email-alias>` to be digitized. They can |
| 41 | +also be :ref:`automatically posted <accounting/bill-digitization/auto-post-bills>` for selected |
| 42 | +vendors. |
| 43 | + |
| 44 | +.. note:: |
| 45 | + Once the bill is uploaded, the document preview appears on the right side of the screen. |
| 46 | + |
| 47 | +.. seealso:: |
| 48 | + :doc:`Vendor bills <../vendor_bills>` |
| 49 | + |
| 50 | +.. _accounting/bill-digitization/manual-upload: |
| 51 | + |
| 52 | +Manual upload |
| 53 | +------------- |
| 54 | + |
| 55 | +In the Accounting dashboard, drag and drop vendor bills into the desired purchase journal or click |
| 56 | +:guilabel:`Upload` on the purchase journal. |
| 57 | + |
| 58 | +.. _accounting/bill-digitization/email-alias: |
| 59 | + |
| 60 | +Upload via email alias |
| 61 | +---------------------- |
| 62 | + |
| 63 | +Vendor bills can be uploaded via an email alias associated with the relevant journal in two ways: |
24 | 64 |
|
25 |
| -If you enable the :guilabel:`Single Invoice Line Per Tax` option, only one line is created per tax |
26 |
| -in the new bill, regardless of the number of lines on the invoice. |
| 65 | +- scanned from a connected scanner configured to send email to an email alias; |
| 66 | +- sent directly to an email alias. |
27 | 67 |
|
28 |
| -Invoice upload |
29 |
| -============== |
| 68 | +Each PDF attached to the email is automatically converted into a new draft vendor bill. |
30 | 69 |
|
31 |
| -Upload invoices manually |
32 |
| ------------------------- |
| 70 | +.. note:: |
| 71 | + - Only PDF and XML formats are processed via an email alias associated with a journal. |
| 72 | + - JPEG files must be processed via :ref:`email alias in the Documents app |
| 73 | + <documents/email-aliases>`. |
| 74 | + |
| 75 | +To add an email alias to a journal, follow these steps: |
| 76 | + |
| 77 | +#. Make sure an :doc:`alias domain <../../../websites/website/configuration/domain_names>` has been |
| 78 | + configured. |
| 79 | +#. The default email alias `vendor-bills@` followed by the alias domain is automatically created |
| 80 | + and available in the :guilabel:`Advanced Settings` tab of the :guilabel:`Vendor Bills` journal. |
| 81 | +#. To change a default email alias, go to :menuselection:`Accounting --> Configuration --> |
| 82 | + Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` in the |
| 83 | + :guilabel:`Advanced Settings` tab. |
| 84 | +#. Configure the connected scanner to send scanned documents to the email alias, if needed. |
33 | 85 |
|
34 |
| -From the :guilabel:`Accounting Dashboard`, click on the :guilabel:`Upload` button of your vendor |
35 |
| -bills journal. |
36 |
| -Alternatively, go to :menuselection:`Accounting --> Customers --> Invoices` or |
37 |
| -:menuselection:`Accounting --> Vendors --> Bills` and select :guilabel:`Upload`. |
| 86 | +.. note:: |
| 87 | + Alternatively, an :ref:`email alias in the Documents app <documents/email-aliases>` can be used |
| 88 | + to automatically send vendor bills to the :guilabel:`Finance` :ref:`folder |
| 89 | + <documents/folders>` (e.g., `inbox-financial@example.odoo.com`). |
38 | 90 |
|
39 |
| -.. _invoice-digitization/email-alias: |
| 91 | +.. _accounting/bill-digitization/auto-post-bills: |
40 | 92 |
|
41 |
| -Upload invoices using an email alias |
42 |
| ------------------------------------- |
| 93 | +Auto-post bills |
| 94 | +--------------- |
43 | 95 |
|
44 |
| -You can configure your connected scanner to send scanned documents to an email alias. Emails sent to |
45 |
| -these aliases are converted into new draft customer invoices or vendor bills. |
| 96 | +To use the :guilabel:`Auto-post bills` option, the :guilabel:`Digitize automatically` setting in the |
| 97 | +:ref:`Document Digitization <accounting/bill-digitization/configuration>` section must be enabled |
| 98 | +for vendor bills. |
46 | 99 |
|
47 |
| -You can modify the email alias of a journal. To do so, go to the :guilabel:`Settings` app. Under |
48 |
| -:guilabel:`General Settings: Discuss`, enable :guilabel:`Custom Email Servers`, add an |
49 |
| -:guilabel:`Alias Domain`, and :guilabel:`Save`. |
| 100 | +To set an auto-post bills option for a vendor, go to :menuselection:`Accounting --> Vendors --> |
| 101 | +Vendors` and click the desired vendor. In the :guilabel:`Accounting` tab of the contact form, select |
| 102 | +an :guilabel:`Auto-post bills` option in the :guilabel:`Automation` section: |
50 | 103 |
|
51 |
| -The email alias is now available in the :guilabel:`Advanced Settings` tab of the journal. Emails |
52 |
| -sent to this address will be converted automatically into new invoices or bills. |
| 104 | +- :guilabel:`Always` |
| 105 | +- :guilabel:`Ask after 3 validations without edits`: When the third uploaded bill is confirmed |
| 106 | + without any edits, an :guilabel:`Autopost Bills` window appears. The following options can be |
| 107 | + chosen: :guilabel:`Activate auto-validation`, :guilabel:`Ask me later`, or :guilabel:`Never for |
| 108 | + this vendor`. |
| 109 | +- :guilabel:`Never` |
53 | 110 |
|
54 | 111 | .. note::
|
55 |
| - If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically |
56 |
| - send your scanned invoices to the :guilabel:`Finance` workspace (e.g., |
57 |
| - `inbox-financial@example.odoo.com`). |
| 112 | + Since automation is triggered after three validated bills without edits, the contact name must |
| 113 | + already exist in the database, and each uploaded vendor bill must include a bill date. |
| 114 | + |
| 115 | +.. _accounting/bill-digitization/digitization: |
58 | 116 |
|
59 |
| -The default email aliases `vendor-bills@` and `customer-invoices@` followed by the |
60 |
| -:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and |
61 |
| -:guilabel:`Customer Invoices` journals, respectively. Emails sent to these addresses are converted |
62 |
| -automatically into new invoices or bills. |
| 117 | +Digitization and data recognition with AI |
| 118 | +========================================= |
63 | 119 |
|
64 |
| -To change a default email alias, go to |
65 |
| -:menuselection:`Accounting --> Configuration --> Accounting: Journals`. Select the journal you want |
66 |
| -to edit, click on the :guilabel:`Advanced Settings` tab, and edit the `Email Alias`. |
| 120 | +Depending on the :ref:`settings <accounting/bill-digitization/configuration>`, documents are either |
| 121 | +automatically digitized or require manual processing if digitization is set to on-demand only. |
67 | 122 |
|
68 |
| -Invoice digitization |
69 |
| -==================== |
| 123 | +To manually digitize an :ref:`uploaded document |
| 124 | +<accounting/bill-digitization/vendor-bills-upload>`, click :guilabel:`Digitize document`. |
70 | 125 |
|
71 |
| -According to your settings, the document is either processed automatically, or you need to click on |
72 |
| -:guilabel:`Send for digitization` to do it manually. |
| 126 | +Once the document has been digitized, a blue banner appears; click :icon:`oi-arrow-right` |
| 127 | +:guilabel:`Refresh`. Review and correct any information uploaded during digitization: click on the |
| 128 | +related field(s) to edit them, or click :guilabel:`Reload AI data` to refresh the data. |
73 | 129 |
|
74 |
| -Once the data is extracted from the PDF, you can correct it if necessary by clicking on the |
75 |
| -respective tags (available in :guilabel:`Edit` mode) and selecting the proper information instead. |
| 130 | +Then, click :guilabel:`Confirm` to post the document. |
76 | 131 |
|
77 |
| -Data recognition with AI |
78 |
| -======================== |
| 132 | +.. tip:: |
| 133 | + Once a document has been digitized, the :guilabel:`Vendor` field remains empty if the vendor |
| 134 | + doesn't exist in the database. To add it, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` |
| 135 | + in the :guilabel:`Vendor` field; the vendor name appears highlighted in the document preview on |
| 136 | + the right. Click it to open a new vendor form with the name pre-filled. |
79 | 137 |
|
80 |
| -It is essential to review and correct (if needed) the information uploaded during digitization. |
81 |
| -Then, you have to post the document by clicking on :guilabel:`Confirm`. In this manner, the AI |
82 |
| -learns, and the system identifies the correct data for future digitizations. |
| 138 | +.. note:: |
| 139 | + The following vendor bill fields are recognized by OCR: |
| 140 | + |
| 141 | + - :guilabel:`Vendor`, :guilabel:`Bill Reference`, :guilabel:`Bill Date`, :guilabel:`Payment |
| 142 | + Reference` (only in the Belgian +++xxx/xxxx/xxxxx+++ format), :guilabel:`Recipient Bank`, |
| 143 | + :guilabel:`Due Date`, and the currency (in a :doc:`multi-currency |
| 144 | + <../get_started/multi_currency>` environment and if the currency is activated). |
| 145 | + - From the :guilabel:`Invoices Lines` tab: :guilabel:`Product` description/label, |
| 146 | + :guilabel:`Quantity`, unit :guilabel:`Price`, :guilabel:`Taxes` (if the :ref:`tax is activated |
| 147 | + <taxes/list_activation>`; this field is not recognized by OCR for the :doc:`Indian |
| 148 | + localization <../../fiscal_localizations/india>`), :guilabel:`Untaxed Amount`, and |
| 149 | + :guilabel:`Total`. |
| 150 | + |
| 151 | +.. _accounting/bill-digitization/vendor-bills-matching-po: |
| 152 | + |
| 153 | +Purchase order matching |
| 154 | +======================= |
| 155 | + |
| 156 | +When a digitized vendor bill is recognized by :abbr:`OCR (optical character recognition)`, Odoo |
| 157 | +searches the database for a matching purchase order. If found, the vendor bill can be manually |
| 158 | +matched with the existing open purchase order lines. |
| 159 | + |
| 160 | +Once a vendor bill has been :ref:`uploaded <accounting/bill-digitization/vendor-bills-upload>` and |
| 161 | +:ref:`digitized <accounting/bill-digitization/digitization>`, click the :guilabel:`Purchase |
| 162 | +matching` smart button to access the :guilabel:`Purchase matching` list view, displaying all |
| 163 | +purchase order lines linked to the vendor assigned to the vendor bill. Then, select the relevant |
| 164 | +purchase order lines and the draft vendor bill (shown in grey), and click :guilabel:`Match`. |
| 165 | + |
| 166 | +.. tip:: |
| 167 | + In the :guilabel:`Purchase Matching` list view, update the :guilabel:`Quantity` and |
| 168 | + :guilabel:`Price` in the purchase order lines, if necessary. |
| 169 | + |
| 170 | +If there is no existing purchase order related to the vendor of the uploaded vendor bill, a new |
| 171 | +purchase order can be directly created from the vendor bill lines. To do so, follow these steps: |
| 172 | + |
| 173 | +#. Once the vendor bill is uploaded, make sure the :guilabel:`Vendor` field is filled in with the |
| 174 | + correct vendor. |
| 175 | +#. Click the :guilabel:`Purchase matching` smart button, select the draft vendor bill in the list |
| 176 | + (shown in grey), and click :guilabel:`Add to PO`. |
| 177 | +#. In the :guilabel:`Add to Purchase Order` window, start typing in the :guilabel:`Purchase Order` |
| 178 | + field and select :guilabel:`Create and edit`. |
| 179 | +#. In the :guilabel:`Create Purchase Order` window, select the vendor assigned to the vendor bill, |
| 180 | + then complete all :ref:`required fields <purchase/manage_deals/create-new-rfq>` and click |
| 181 | + :guilabel:`Confirm`. |
| 182 | +#. In the :guilabel:`Purchase Matching` list view, select the relevant purchase order lines and the |
| 183 | + draft vendor bill (shown in grey), and click :guilabel:`Match`. |
| 184 | + |
| 185 | +.. Note:: |
| 186 | + If any information required for the purchase order fields is missing, click :guilabel:`Save and |
| 187 | + Close` in the :guilabel:`Create Purchase Order` window. Then, open the Purchase app to fill in |
| 188 | + the fields and :ref:`confirm the purchase order <purchase/manage_deals/confirm-order>`. |
| 189 | + |
| 190 | +.. tip:: |
| 191 | + - Electronic vendor bills with embedded XML ensure more accurate and efficient processing. |
| 192 | + - Alternatively, the :ref:`Auto-complete <accounting/vendor_bills/bill-completion>` feature |
| 193 | + can transfer information from the purchase order to the vendor bill, without requiring OCR. |
| 194 | + |
| 195 | +.. _accounting/bill-digitization/pricing: |
83 | 196 |
|
84 | 197 | Pricing
|
85 | 198 | =======
|
86 | 199 |
|
87 |
| -The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to |
88 |
| -work. Digitizing one document consumes one credit. |
| 200 | +The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits. |
| 201 | +Digitizing one document uses one credit. |
89 | 202 |
|
90 |
| -To buy credits, go to :menuselection:`Accounting --> Configuration --> Settings --> Digitization` |
91 |
| -and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo IAP` and click on |
92 |
| -:guilabel:`View My Services`. |
| 203 | +To buy credits, :ref:`go to the Settings app <iap/buying_credits>` or :menuselection:`Accounting --> |
| 204 | +Configuration --> Settings`, navigate to the :guilabel:`Digitization` section, and click |
| 205 | +:guilabel:`Buy credits`. |
93 | 206 |
|
94 | 207 | .. note::
|
95 |
| - Enterprise Odoo users with a valid subscription get free credits to test IAP features before |
96 |
| - deciding to purchase more credits for the database. This includes demo/training databases, |
97 |
| - educational databases, and one-app-free databases. |
| 208 | + - Odoo Enterprise users with a valid subscription get free credits to test IAP features before |
| 209 | + purchasing more credits for the database. This includes demo/training databases, educational |
| 210 | + databases, and one-app-free databases. |
| 211 | + - XML files don't require OCR credits because they contain structured data that can be processed |
| 212 | + directly, without OCR. |
98 | 213 |
|
99 | 214 | .. seealso::
|
100 |
| - - `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_ |
| 215 | + - `Odoo In-App Purchase Privacy Policy <https://iap.odoo.com/privacy#header_6>`_ |
101 | 216 | - :doc:`/applications/essentials/in_app_purchase`
|
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