Invoice Recognition

Invoice Recognition allows a user to upload invoices as files, for example .pdf or .bmp. Those documents are scanned to extract the invoice text and that text is used to create an invoice in KEYinfinity with minimal user interaction. The original document is then automatically attached to the new invoice.

File format

Files in the following formats can be uploaded:

The maximum file size is 5 MB.

Create a new Purchase Invoice using invoice recognition

• From the main menu, click on Invoice Recognition

• At the top of the screen select Attach from device or alternatively Drag and drop the file onto the screen.

• The files will first be scanned into the Pending tab and a list of scanned invoices will show there until they are processed into actual purchase invoice transactions.

• While the invoice is being scanned the Status will show as Processing. 

• Once it has finished scanning the status will display Succeeded.

• Should there be a problem, such as a picture being scanned in error, the status will show as Failed and a message will appear on the right hand side explaining the problem.

• To process the invoice click on the Action button and this will open the usual Purchase invoice entry screen with a preview of the invoice on the left. If using .tif files the preview is not displayed on the left but shows separately.

• Check the details are correct and add the nominal code and any other details required.

• Item, enterprise and analysis codes can be added to the entry screen from the field chooser:

• Once the entry is finished click on Process.

• If you want to save the edited invoice without processing it then click on Pending.

All the invoices that have been processed will be listed on the Processed tab and will show the transaction number that was created. Click on this number to open the transaction.

The document is attached and can be viewed here, but it is also available when you edit the invoice in daybook and click on the paperclip icon.