How to set up an invoice capture project
Before you begin processing invoices, you will have to:
- Create a new project.
Open the File menu and select New Project.... From the Project type drop-down list, select Invoice Processing (Au-NZ), Invoice Processing (CA), Invoice Processing (ES), Invoice Processing (EU), Invoice Processing (JP) or Invoice Processing (US) as the project type, depending on the location of the business unit (See Supported countries and languages).
- Specify a name for the project and the path to the folder in which it should be saved.
Note: You can create several projects. For example, you can have a separate project for each department or for specific vendors.
- Configure the project. A properly configured project yields higher data capture accuracy. The settings that have to be configured before you can begin processing are described below.
Set up import profiles
Invoice processing begins with acquiring document images. There are several ways to acquire images:
- An Operator can scan hard-copy documents.
- An Operator can add images from a folder.
- An import profile can be used. Import profiles are set up by an Administrator and include import from a scanner, from a Hot Folder, and from an e-mail inbox.
For more information on import profiles, See Image import profiles.
Important! In the current version of ABBYY FlexiCapture for Invoices, the following limitation must be observed: invoices containing multiple pages must be assembled in the right order, starting with the first page and ending with the last. For this reason, the start and end of a multi-page invoice must be defined. This can be done in the import settings.
Create a list of countries from which your invoices will originate. These countries will determine the validation rules to be used; the allowed formats for numbers, dates, and amounts; the possible tax rates and currencies; and the values of special fields. They will also be used to determine keywords that may help the program to detect certain fields.
Note: All regional and language settings are available in an XML file. For details, see Editing invoice processing settings in XML files.
Perform this step if you have a database of vendors and business units. Such databases help to correctly identify groups of vendor and business unit fields on the invoice and extract data from them. Without databases, groups of vendor and business unit fields must be specified manually during verification.
Specify an export path for extracted data. The project already includes a default export profile, but various other profiles can be set up for documents with various statuses. For example, you may choose to export documents with the "Rejected" status to a separate folder.
Note: For more on document statuses and their uses, See The status of documents in projects.
The Administrator can train the system when setting up the project. If testing reveals that the quality of data capture is inferior, training can be used to improve the quality of data capture.
Specify the rules to be used to check your invoices.
Specify additional fields for data extraction, or create your own custom fields.
Set up automatic matching of invoice fields with purchase orders.
Enable training during invoice processing or allow Operators to add or edit vendor and business unit records.
Update existing projects when a new version of ABBYY FlexiCapture is released (custom settings and modifications will be preserved wherever possible).
Parse addresses to export them to a back-end system. The following components can be identified: Postal Code (ZIP Code), Country, City, and Street. The Street field may contain additional information, such as house number, apartment number, PO box, etc.
Graphical user interface settings ABBYY FlexiCapture for Invoices:
Translate field captions, names of buttons, tooltips, and other text in the data form; translate error messages.
- Global settings
- Individual settings (available in Tools → Options...)
More about personal settings...
The Options dialog box lets you:
- Choose which data is stored in the log and specify when tooltips should appear
- Define keyboard shortcuts
- Change GUI colors
- Change automatic recognition settings
- Set up the display of dialog boxes
Important! All changes made in the Options dialog box are stored locally and will not be altered when the project is changed or updated.