Importing the received e-invoice into PANTHEON using ePosting (OCR)

If you want to automate the preparation of the PANTHEON receiving document without retyping it manually, you can do this by converting the PDF invoice received into an e-invoice using ePosting. The e-invoice is created in JSON format and is imported into PANTHEON using an eWorkflow.

HINT JSON (JavaScript Object Notation) is a simple format for data exchange. It is commonly used in the electronic exchange of data, including web applications.

The e-invoice import is supported by two eWorkflows:

• Import received e-invoice to ePosting: This eWorkflow imports the e-invoice into PANTHEON.
• ePosting machine learning: Sends the imported data back to the reader (OCR). This allows the reader to learn from its mistakes and improve its recognition in the future.

This chapter presents an example of how to import an e-invoice to PANTHEON invoices by leveraging the machine learning capacity of the reader to improve reading quality.

CASE SUMMARY The person responsible received an invoice from the supplier, Post SLO, Ltd. The PDF invoice was uploaded into eDocumentation and converted into an e-invoice. The person responsible now wants to import the e-invoice to received invoices and send feedback to the OCR reader. This is done as follows: Selecting the document in eDocumentation Running the eWorkflow Import received e-invoice to ePosting Importing the eDocument receiving documents 1. Entering the corrections manually Importing the e-invoice to received invoices in PANTHEON

WARNING Importing a document using the eWorkflow Import received e-invoice to ePosting only works properly if you have previously activated ePosting and defined the appropriate settings.

1. Selecting the document in eDocumentation

The person responsible wants to process an invoice that has been received from a supplier and previously imported into eDocumentation.

HINT If you have not yet sent a PDF document for OCR reading and received back an e-invoice, see the chapter OCR for ePosting (ePost OCR).

To process the document, the person responsible first needs to search for it in the Documentation by opening the menu Settings | Documentation | Documents.

Next, the person responsible runs the eWorkflow.

2. Running the eWorkflow Import received e-invoice to ePosting

In the toolbar of the Documents window, the person responsible clicks the (Wizards) button and

selects the option Import received e-invoice to ePosting from the drop-down menu.

HINT To display the eWorkflow as an option in the Wizards menu on the specified PANTHEON form, you need to enable this in Workflow Design. For more information, see section 3 of the chapter Defining basic settings for eWorkflows.

3. Importing the eDocument receiving documents

The Import eDocument Receiving Documents form opens to enter the received e-invoice, which is populated with the imported data.

HINT How the OCR reader reads the e-invoice data and then converts it into a PANTHEON invoice depends on the previously defined method of PDF parsing.

The person responsible checks the data and completes or corrects it if required. In this case, the person responsible wants to add a correction regarding the VAT date, because the date was not read by the OCR reader.

WARNING At this stage, the imported data may be relatively incomplete. To a large extent, this depends on whether invoices have already been received from a particular supplier and whether any feedback has been given to the OCR reader.

3.1 Entering the corrections manually

The person responsible manually enters the correction in the VAT date field, as shown in the image below.

The bottom part of the form shows the settings specifying how the OCR reader should search for codes and read them, which data sources should be used for populating the documents with data and what should be considered as invoice date and VAT date.

In the field marked with a red rectangle at the bottom part of the form, the person responsible selects the type of document to be created when the e-invoice is imported into PANTHEON.

In this case, the document type 1200 – Invoice for costs is selected.

Once the person responsible has entered all the desired corrections and has selected the desired PANTHEON document type, the person responsible marks the document by checking the checkbox next to the invoice line.

Next, the person responsible imports the e-invoice.

4. Importing the e-invoice to received invoices in PANTHEON

To import the e-invoice, the person responsible clicks the Import button.

This creates an invoice of document type 1200 – Invoice for costs in PANTHEON.

The document type form and the newly created document automatically open.

At the same time, feedback is sent to the OCR reader to support the ePosting machine learning. This improves the reading of invoices from the selected supplier.

HINT The number of the created invoice is displayed on the Links tab in eDocumentation.