Document Capture for Microsoft Dynamics NAV

Transcription

1 Document Capture for Microsoft Dynamics NAV Walkthroughs - Version 4.50 Document Capture - Walkthroughs - Version 4.50 Page 1 / 57

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 SETUP AND ADMINISTRATION WALKTHROUGHS... 3 Set up default configurations... 3 SET UP A NEW DOCUMENT CATEGORY... 5 SET UP A NEW DOCUMENT CATEGORY WITH DRAG-AND-DROP... 7 SET UP A NEW TEMPLATE SET UP A NEW TEMPLATE FIELD SET UP A NEW TEMPLATE FIELD WITH DATE TYPE TEXT SET UP A NEW TEMPLATE FIELD WITH DATA TYPE DATE SET UP A NEW TEMPLATE FIELD WITH DATA TYPE NUMBER DOCUMENT RECOGNITION WALKTHROUGHS WORK WITH THE DOCUMENT CAPTURE CARD AND JOURNAL SEARCH FOR THE VENDOR OF A PURCHASE DOCUMENT REGISTER A PURCHASE DOCUMENT WITHOUT ANY LINES DOCUMENT MATCHING WALKTHROUGHS MATCH A PURCHASE INVOICE TO PURCHASE ORDERS MATCH PURCHASE CREDIT MEMO TO RETURN ORDERS DOCUMENT APPROVAL WALKTHROUGHS SET UP AND APPROVE WITH APPROVAL WORKFLOWS SET UP AN APPROVAL FLOW SET UP APPROVAL SHARING SET UP APPROVAL S SET UP PURCHASE ALLOCATIONS DOCUMENT ARCHIVING WALKTHROUGHS NAVIGATE A PURCHASE DOCUMENT SEARCH DOCUMENTS WITH DOCUMENT SEARCH EXAMPLE WALKTHROUGHS EXAMPLE FOR VENDOR STATEMENT EXAMPLE FOR PURCHASE DOCUMENT WITH ACCOUNT EXAMPLE FOR SIGNED SALES SHIPMENT EXAMPLE FOR JOB NUMBER TO PURCHASE DOCUMENT EXAMPLE FOR FREIGHT AMOUNT TO PURCHASE DOCUMENT Document Capture - Walkthroughs - Version 4.50 Page 2 / 57

3 SETUP AND ADMINISTRATION WALKTHROUGHS SET UP DEFAULT CONFIGURATIONS Document Capture contains a setup file included for the corresponding version of Dynamics NAV with default configurations. The setup file include default configurations for Document Capture Setup and adds default document categories with templates, such as the purchase category for purchase invoices. To set up default configurations, import the setup file, then configure the Document Capture Setup, and finally export the configuration files to link the NAV settings with the Document Capture Service. Import default configurations 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Administration section, choose Import/Export Setup. 3. On the Actions tab, set Direction to Import, and then choose OK. 4. Find the setup file for Document Capture, it is located on the product CD in Objects\Document Capture, then choose Open. 5. When you import the setup file a message is shown telling you to reopen the company for changes to take effect. Configure Document Capture Setup 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Tasks section, choose Setup. 3. Assign Company Code that the OCR of Document Capture uses to separate companies from each other. 4. On the General tab, update the default paths to retrieve and store document files according to requirements: PDF File Path for OCR Path to retrieve PDF documents. File Path for OCR-processed files Path to store OCR-processed documents. TIFF File Path Path to store TIFF files. PDF File Path Path to store PDF files. File Path Path to store files. Miscellaneous File Path Path to store Drag-and-Drop files. Important! Document Capture - Walkthroughs - Version 4.50 Page 3 / 57

4 Export the configuration files when the default configurations are imported and changed to create the necessary path directories and ensures that the Document Capture Service works according to them. Important! Enable Fill-out LCY if the local currency is set up and used as a Currency Code in Dynamics NAV. Important! You should set Document Capture Setup paths as UNC paths to the OCR server. Export configuration files 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Tasks section, choose Export Configuration Files. 3. When the export is finished, Document Capture shows a confirmation message. Choose OK. See also Set up a new document category Set up a new template Set up a new template field Document Capture - Walkthroughs - Version 4.50 Page 4 / 57

5 SET UP A NEW DOCUMENT CATEGORY Document categories determine the kind of document you have imported and are processing. For example, purchase documents and job documents have different structure and purposes and should therefore belong to different document categories. The default configurations include a document category for purchase invoice and purchase credit memos, as well as document categories for interaction log entries on contacts, document linked to general ledger entries and a Drag-and-Drop category to link to vendors. Create a document category 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Document Categories. 3. On the Home tab, choose New. 4. On the Document Category Card, assign the following fields and sections according to requirements: Code Code to separate document categories. Description Description of the document category, with a length of up to 10 characters. Source Table No. Document Capture either links a document to or creates a record in the source table. Source Field No. Field in the source table linking a document to a record in the source table. The first key field is set as the Source Field No. and Source Field No. (Name). Destination Table No. Document Capture transfer field values of template header fields to the destination header table. Destination Field No. Document Capture transfer field values of template line fields to the destination line table. Scanning Allowed You can enable to allow scanning and import of files from directory, scanner or connection endpoint. Allow Drag-and-Drop Enables Drag-and-Drop functionality to the Document Category. Process New Files Automatic You can process a document imported by searching for a record and recognizing fields. Register without Template You can register a document that is imported even if it no template is linked to it. Source Table Filters Document Capture - Walkthroughs - Version 4.50 Page 5 / 57

6 You can apply filters to the source table of a document category to limit the records that Document Capture can link to documents belonging to the document category. For example, you can limit the list of vendors on purchase documents by excluding vendors with a specific Vendor Posting Group. Excluded sources You can exclude a record in the source table to ensure that Document Capture does not link to documents belonging to the document category by adding them to the list of excluded sources. For example, you can exclude a specific internal vendor that never has any scanned documents. Identification fields You can link a record to a document with identification fields from the source table to search for in the document. Document Capture multiplies the length of the identification field with the rating and the record in the source table with the highest match is set as the source ID of the document, as long as it is more than 15 matching points or no source ID is set. For example, some of the identification fields for vendors would be Name, Address, City, Phone No., etc.. These are normally information that appears on an invoice from a vendor and would match the information on the Vendor Card in NAV. Connection endpoint You can link a document category to an to import documents from by creating a connection endpoint and linking it to the document category on the Document Category Card. Important! Development is required to create and update a record in the destination tables. Export configuration files 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Tasks section, choose Export Configuration Files. 3. When the export is finished, Document Capture shows a confirmation message. Choose OK. See also Set up a new document category with Drag-and-Drop Example walkthrough for vendor statements Example for signed sales shipment Example for posted sales invoice Document Capture - Walkthroughs - Version 4.50 Page 6 / 57

7 SET UP A NEW DOCUMENT CATEGORY WITH DRAG-AND-DROP The Drag-and-Drop functionality allows you to drag and drop a document onto a page to link it to a source table record of a document category. Note! The default configurations contain the document category DRAGNDROP with Drag-and-Drop functionality enabled. Document Capture has enhanced the Vendors list and the Vendor Card so that you can use Drag-and-Drop for vendors by assigning the vendor table as Source Table No. To set up a document category with Drag-and-Drop, create a new document category with Drag-and-Drop, then modify the source table card with Drag-and-Drop, and finally use Drag-and-Drop for the source table card. Create a new document category with Drag-and-Drop 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Document Categories, and then choose New on the Home tab. 3. Assign Code, Description and Source Table No., and then enable Allow Drag-and-Drop. 4. Document Capture shows a message when the chosen table has not been used as a source table previously, telling you to reopen the company for changes to take effect. The image illustrates a new document category with Code and Description set to Job, Source Table No. set to the Job table, Source Field No. (Name) changed to the Description field on the Job table and Allow Drag-and-Drop enabled. Modify the source table card with Drag-and-Drop 1. Enter the Development Environment of Dynamics NAV. 2. Open the Object Designer, and then choose the card page of the source table. 3. On the FactBoxArea container add a new line and set Type to Part and SubType to Page, and then choose Properties. 4. Set Name to DocumentFilesFactbox and PagePartID to Document Files Factbox 2, and then choose Close. Document Capture - Walkthroughs - Version 4.50 Page 7 / 57

8 5. Choose C/AL Code, and on the OnAfterGetCurrRecord trigger declare a local variable of DataType RecordRef as RecRef and add the lines of code below. 6. Choose Close and Save Changes to the page, and then close the Development Environment. RecRef.GETTABLE(Rec); CurrPage.DocumentFilesFactbox.PAGE.SetRecId(RecRef.RECORDID,FALSE); The image illustrates a new line on the FactBoxArea container with Type as Part, SubType as Page and PagePartID as Document Files Factbox 2. Use Drag-and-Drop for the source table card 1. On the Search box enter the name and choose the link of the source table page modified. 2. Drag and drop a document onto the box Drop Files Here. You can also use Browse or New to search and choose a document or create a new document to link. Document Capture - Walkthroughs - Version 4.50 Page 8 / 57

9 The image illustrates an excel document linked to a job with the Drag-and-Drop functionality. Important! Choose which document category a document imported with Drag-and-Drop functionality belongs to if there are several document categories with the same source table and with Allow Drag-and-Drop enabled. See also Set up a new document category Example for signed sales shipment Example for posted sales invoice with automatic archiving Document Capture - Walkthroughs - Version 4.50 Page 9 / 57

10 SET UP A NEW TEMPLATE Templates interpret documents when imported and recognized. They also include rules and checks ensuring documents are processed and validated before and after registration. There are three types of templates: Identification template Document Capture uses identification templates to enhance the process of finding a source ID to a document being recognized. Identification templates are optional and a document category can only have a single identification template. Master template Document Capture uses the master template to create a source template for each record on the source table of a document category. Source template Document Capture copies the master template when a document with a new source ID is recognized and then links it to the specific source ID. Important! If there are several master templates in a document category, then you choose a master template when recognizing a document. Create a new template 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose a document category. 3. On the Home tab, choose Edit. 4. Expand Templates section and choose Card. 5. On the Home tab, choose New. 6. On the Template Card assign the following fields according to requirements: Code Code to separate templates from each other. You create it manually for identification and master templates or Document Capture assigns it from the template number series for source templates. Sub Type Distinguishes the template type. You can only assign this field from the Templates section on the document category. Source ID Contains the primary key of a record on the source table of a document category. You do not assign a value to the field if the template is an identification or master template. Description Description of the template, with a length of up to 30 characters Document Capture - Walkthroughs - Version 4.50 Page 10 / 57

11 Template Search Texts You can search for specific text part in a document to link it to a record on a source table of the document category. For example, if the vendor table is set as source table and a text part in the document corresponds to the value of a template search text then Document Capture assigns the source ID of the template to the document. All template search texts need to exist in a document and to ensure the correct source ID is assigned add several template search texts. Language Code Language of which dates on linked documents are written in. See also Set up a new template field Set the source ID of a document Example for vendor statements Document Capture - Walkthroughs - Version 4.50 Page 11 / 57

12 SET UP A NEW TEMPLATE FIELD Template fields retrieve or calculate values from a document. The value of a template field can be registered or transferred to a record field when registering the document. Create a new template field 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose a document category. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. On the Template Field Card assign the following fields according to requirements: Type Links the template field to either the document header or the document lines. Code Code to separate template fields from each other. Sort Order Determines the order of the template field when shown on pages. Field Name Specifies the name of the template field when shown on pages. Required Creates an error if the value of the template field is empty when registering the document. Search for values Enables to search for the value of the template field on the document. Fixed Value Determines a fixed value retrieved from the source field of the template field assigned to the template field all documents. Insert into new Templates Determines if Document Capture creates the template field to a source template from the master template. Stop Lines Recognition Determines if Document Capture should stop recognizing document lines based on the option chosen. Data Type Determines the type of the value the template field stores. Language Code Language code used when processing dates to know which language the months are written in. Date Format Date format used to recognize dates on documents. Document Capture - Walkthroughs - Version 4.50 Page 12 / 57

13 Source Table No. Table to perform lookup on when the Data Type is Lookup. Source Field No. Field on source table to perform lookup on when the Data Type is Lookup. Destination Header Field No. Field in the destination header table of the document category to transfer the value of the template field. Destination Line Field No. Field in the destination line table of the document category to transfer the value of the template field. Make Absolut Number Convert negative numbers into absolute numbers. Decimal Places Number of decimal places on the field value if data type is equal to Number. Enable Rule Generation Automatically generate validation rules if the Type is equal to Text and Document Capture captures a field value. When Document Capture validates the field value, it checks which rules comply with the field value and the first rule found remains in the list whilst deleting the other rules. Never use Global Captions When disabled, Document Capture searches for captions specified in the list on the template field of a document. If it does not find a caption then Document Capture searches for captions specified on the same template field in the master template. Important! You can only transfer the value of a template field to a destination header field if the Type is Header. Note! You can choose the value of a template field with Data Type equal Lookup by determining a Fixed Value, or from the Document Card and Document Journal. Source Table Filters You can apply filters to the records Document Capture can assign to a template field from the source table. Source table filters can have Type as Fixed Filter, to apply a fixed filter, or Document Field, to apply the value from another template field as filter. Captions Document Capture - Walkthroughs - Version 4.50 Page 13 / 57

14 You can add captions to search for when recognizing fields on a document. If Document Capture finds a caption on a document it retrieves and sets the caption value as the field value. See also Set up a new template Example for vendor statements Example for job number to purchase document Document Capture - Walkthroughs - Version 4.50 Page 14 / 57

15 SET UP A NEW TEMPLATE FIELD WITH DATE TYPE TEXT You can set up a new template fields with data type text and specify how Document Capture retrieves and validates the field value from the document. You can apply rules, captions and translations to a template field: Rules You can create rules to validate the field value, but it only needs to comply with only one to be valid. Captions You can add a list of possible captions to search for in the document to find the field value. Translations You can apply translations to translate characters or texts in the field value after Document Capture retrieves it but before it validates it. To set up a new template field with data type text, create a new template field with data type text, and then create template field rules, captions and translations. Create a new template field with data type text 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and choose the document category for purchase documents. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Expand Fields section on the Template Card and create a new template field, then choose Card. 6. Assign Field Name and set Data Type to Text. Create template field rules 1. On the Rules section create rules to validate with, formatted with regular expressions (RegEx). 2. Assign Description to the rules created. Important! You can enable rule generation on the Template Field Card to generate validation rules for field values. When recognizing fields, Document Capture goes through all template field rules and checks rules the field values comply with, and the first rule satisfied remains while deleting the others. For template fields with data type text, if the field value is changed, either manually or captured from the document, a regular expression (RegEx) consisting of letters and numbers is generated. Only the numerical part of the rule is variable but with a fixed length. For example, the text INV X1 creates the rule INV[0-9]{6}X[0-1]{1}, meaning that the text needs to start with INV followed by six digits, then an X followed by one digit. Create template field captions 1. On the Captions section, create captions to search. 2. On the General section assign the following fields according to requirements: Auto Update Caption Document Capture - Walkthroughs - Version 4.50 Page 15 / 57

16 Automatically update the caption of the template field after you use the template for the first time or when you choose a caption for a field value in the document. Caption is Part of Value Specifies if the caption is part of the value. For example, a caption for the payment ID is +71, but since the field value itself contains +71 the caption is part of the field value. Never use Global Captions When disabled Document Capture searches for captions specified in the list on the template field of a document. If it does not find a caption then Document Capture searches for captions specified on the same template field in the master template. Note! You should create a caption for each spelling variation of the field you are searching for, but still as narrow not choose an incorrect text part. For example, Invoice No., Inv. No. and Invoice Number. Note! Create template field translations 1. On the Translations section, create translations to apply to the field value. You can use translations to remove single, or several, characters on a field value that you do not want to include in the value validated and inserted into the source table record created by assigning the character in Translate From and an empty value in Translate To. See also Set up a new template field with data type date Set up a new template field with data type number Document Capture - Walkthroughs - Version 4.50 Page 16 / 57

17 SET UP A NEW TEMPLATE FIELD WITH DATA TYPE DATE You can set up a new template fields with data type date and specify Document Capture retrieves and validates the field value from the document. Create a new template field with data type date 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and choose the document category for purchase documents. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Expand Fields section on the Template Card and create a new template field, then choose Card. 6. Assign Field Name and set Data Type to Date. 7. On the General section assign the following fields according to requirements: Date Format You can specify the date format of the date value to search for in the document. Language Code You can set a language code to the template field, which Document Capture uses to know the language when searching for months in the date value. Validation Dateformula From You can specify a validation date formula that Document Capture uses to calculate the date value and that needs to be smaller than today s date. Validation Dateformula To You can specify a validation date formula that Document Capture uses to calculate the date value and that needs to be larger than today s date. See also Set up a new template field with data type text Set up a new template field with data type number Document Capture - Walkthroughs - Version 4.50 Page 17 / 57

18 SET UP A NEW TEMPLATE FIELD WITH DATA TYPE NUMBER You can set up a new template fields with data type number and specify how Document Capture retrieves and validates the value of the field from the document. Create a new template field with data type number 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and choose the document category for purchase documents. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Expand Fields section on the Template Card and create a new template field, then choose Card. 6. Assign Field Name and set Data Type to Number. 7. On the General section assign the following fields according to requirements: Make Absolut Number You can convert negative numbers into absolute numbers. Decimal Places You can specify the number of decimal places of a template field. For example, 2:2 for two decimal places. Blank Zero You can blank a field value instead of just containing a zero. Create template field rules 1. On the Rules section create rules to validate with, formatted with regular expressions (RegEx). 2. Assign Description to the rules created. Note! A common rule for a template field with data type number is to ensure that the field value is zero or greater: >=0 See also Set up a new template field with data type text Set up a new template field with data type date Document Capture - Walkthroughs - Version 4.50 Page 18 / 57

19 DOCUMENT RECOGNITION WALKTHROUGHS WORK WITH THE DOCUMENT CAPTURE CARD AND JOURNAL You can view and make manual changes to documents before registering them from the Document Card, a single document, or the Document Journal, several documents. Here you can recognize and calculate fields, and match invoices and credit memos. To work with the Document Card and the Document Journal, import a purchase document, open the Document Card or the Document Journal, explore the sections and functions of the Document Card and the Document Journal, and finally register a purchase document. Import a purchase document 1. Send an with a pdf attached to Username in the connection endpoint of the document category for purchase documents. 2. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 3. On the Tasks section, choose Scanning & OCR. You may have to wait a while before the sent file appears on the No. of files for import. 4. On the Document Categories list, choose a document category. 5. On the Home tab, choose Import Files. 6. When the import is finished Document Capture shows a confirmation message of the amount of documents imported, choose OK. Open the Document Card or the Document Journal 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose a document category. 3. On the Home tab choose Edit Journal, and then choose a document. To open the Document Card on the Home tab choose Card. 4. On the Home tab, choose Recognize fields. Sections of the Document Card and the Document Journal The main sections of the Document Card and the Document Journal are: The list of documents Document Capture shows each document in a separate line and when you choose a new document from the list, Document Capture updates the list of fields and the document image. Document Capture only shows the list of documents from the Document Journal. The list of header fields for the document in question The fields depend on the template. The list of line fields for the document in question The fields depends on the template and Document Capture only shows it from the Document Card. The document image Document Capture shows the document that you can use to retrieve the value of document fields. The list of comments Shows important issues regarding the recognition and validation of the document fields and the document in general. Document Capture - Walkthroughs - Version 4.50 Page 19 / 57

20 Important! A field has a caption set by the template and a value set by the document. When you recognize the document fields, you can retrieve the field value manually from the document image by first choosing the field and then setting its caption with the right mouse button, coloured orange, and then the actual value with the left mouse button, coloured blue. Note! Document Capture searches for the field value by finding the field captions if a template is specified on the document. Functions of the Document Card and the Document Journal Both the Document Card and the Document Journal contain several common functions. The Home tab contains four main functions: Recognize Fields Retrieves the value of the fields of a document, either from the document image or by calculating them. If a field contains an invalid field value, Document Capture adds a comment line to the Comments section. Match Lines Opens the page to match a purchase document to purchase receipts. You can only use the function Match Lines for purchase documents. Register Register the document according to the settings of the document category. Reject. Reject the document. Important! You can only register a document that does not have any invalid field values. Important! If a template field does not have the field Search for Value enable then Document Capture does not try to find the field value from the document image when running the function Recognize Fields. Document Capture - Walkthroughs - Version 4.50 Page 20 / 57

21 Note! Document Capture shows a message if the source ID of a document does not have a source template, asking if you want to create a template for the source ID. Note! Enable Recognize Lines on the Template Card to recognize document line fields when running the function Recognize Fields. Register a purchase document 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose a document category. 3. On the Home tab, choose Edit Journal, and then choose a document. 4. On the Home tab, choose Recognize fields. 5. On the Home tab, choose Register. Document Capture - Walkthroughs - Version 4.50 Page 21 / 57

22 SEARCH FOR THE VENDOR OF A PURCHASE DOCUMENT Document Capture links a document to a record in the source table of a document category by setting a source ID. For example, the PURCHASE document category table has the vendor table as source table and the vendor number as source field. Document Capture searches for a suitable vendor when recognizing a document linked to the document category and if it finds a vendor then the vendor number of that vendor is set as the source ID of the document. Document Capture searches for the vendor when you import a purchase document in three steps outlined below. The order of the steps is important since if Document Capture finds the vendor in step 1, then it does not perform step 2 nor step 3. Each step may encounter problems identifying the correct vendor and you are then required to make some extra configurations. To further enhance Document Captures ability to set the correct vendor for a document you can use source exclusions, which are explained below the three steps. 1. Search Texts You can link documents to a template by adding text parts to search for in the document on the search texts list. Document Capture only assigns the same source ID of a template to a document if it finds all search texts of the template in the document. Therefore, you only add search texts that are unique to the source ID. Normally an IBAN number, phone number or VAT registration number are proper search texts for vendors. Important! Same search text on different templates The search texts could match a wrong vendor if the search text is not unique for a specific vendor. For example, if you have used the search text Freight for the vendor DHL then you may also receive documents containing the word Freight on documents coming from UPS. This means that Document Capture would use the same template for two vendors. To solve this issue, make sure you add search texts that are unique for a specific vendor only. 2. VAT registration number The default configurations of Document Capture contain an identification template for the PURCHASE document category. The identification template is used when no vendor is found with search texts and Document Capture tries to find the vendor by searching for its VAT registration number on the document. Document Capture searches for typically used captions for VAT registration number and if it finds a caption, Document Capture searches for the number to the right or below the caption. Document Capture validates the VAT registration number found with the template field rules to ensure correctness. Document Capture finally searches in the vendor table for the vendor with the corresponding VAT registration number. Important! VAT registration number not found on document Document Capture may not find the caption used for VAT registration number and therefore cannot find the value. There are normally two ways to solve this; 1) the most common and easiest way is to specify a search text for this vendor or 2) You can update the captions on the identification template to match the captions on documents from this vendor. 3. Identification fields You can specify fields from the source table of a document category to search for in a document when Document Capture searches for the source ID of a document. If several records on a table contain field values found on a document then Document Capture links the record that matches the most. Document Capture - Walkthroughs - Version 4.50 Page 22 / 57

23 For example, you assign the vendor table as a source table to a document category and you assign the field Name as an identification field with a rating of 3. When you import a document, Document Capture finds two possible vendors to link as source ID (Company 1 Ltd. and Enterprise 1 Ltd.) since both company contain the text part Ltd. found in the document. Document Capture multiplies the length of the matching field value with the rating of the identification field, and then sums result of all identification fields. Since there is only one identification field and the second company has a longer Name, Document Capture links the second company as the source ID. You need to assign identification fields that are either rare or unique, and assign higher ratings to identification fields that are unique, such as the VAT registration No. for vendors. Document Capture either assigns the vendor with the highest matching points as the source ID or none if the total is below 15. Important! Low rating for a unique identification field The combined sum of the identification fields could be higher for a wrong vendor if the rating of a unique identification field is too low. For example, two vendors have similar address and different VAT registration number. The identification fields match for both, and the vendor with the matching VAT registration number should be set. However, since the address constitute of several identification fields (address, city etc.) and their combined sum is higher than the combined sum of VAT registration number, the wrong vendor is set. To solve this issue you can increase the rating of identification fields that you consider unique, normally the VAT registration number. Source exclusion You can exclude records in the source table of a document category by adding them to the source exclusion list. Document Capture will not include records in the source exclusion list when searching for the source ID to a document. To set the vendor of a purchase document, set the vendor table as source table of a document category, exclude sources from the source table, and then add identification fields to the document category, or add search texts to the template. Set the vendor table as source table of a document category 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section choose Document Categories, create a new by choosing New on the Home tab and then assign a Code and a Description. 3. Assign the vendor table, number 23, as the Source Table No. 4. Document Capture shows a message when the chosen table has not been used as a source table previously, telling you to reopen the company for changes to take effect. Exclude source from the source table 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section choose Document Categories, and then choose the document category you created. 3. Choose the field value of No. of Excluded Sources. 4. Choose New on the Home tab and then choose dropdown on the Source ID field, choose a record from the list shown, and then choose OK. Add identification fields to the document category 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section choose Document Categories, and then choose the document category you created. 3. Choose the field value of No. of Identification Fields. Document Capture - Walkthroughs - Version 4.50 Page 23 / 57

24 4. For each field you want to set as an identification field choose New on the Home tab and if necessary increase the rating, and then choose OK. Add search texts to the template 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose the document category you created. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Choose the field value of No. of Search Texts on the Template Card. 6. For each text you want to search for in a document choose New on the Home tab and assign the text value, and then choose OK. Important! When you import the default configurations available in the product CD of Document Capture, the PURCHASE document category is created and is configured for you to use with purchase documents. Document Capture - Walkthroughs - Version 4.50 Page 24 / 57

25 REGISTER A PURCHASE DOCUMENT WITHOUT ANY LINES You can register a purchase document without any lines by setting Allow Register w/o Amounts on the template card. Recognize, configure and register a purchase document 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and choose the document category for purchase documents. 3. On the Home tab, choose Edit Journal, and then choose a document. 4. On the Home tab, choose Recognize Fields. 5. Document Capture shows a message when the source ID of a document does not have a source template, asking if you want to create a template for the source ID. Choose OK. 6. On the Home tab, choose Card in the Template section. 7. Expand Purchase Documents section on the Template Card. 8. Tick Allow Register w/o Amounts. 9. Close the Template Card 10. On the Document Header section, make sure that the field value G/L Account No is empty. 11. If, there is a comment that No Account has been configured for Amount Excl. VAT. then on the Home tab, choose Recognize Fields. 12. On the Home tab, choose Register. Document Capture - Walkthroughs - Version 4.50 Page 25 / 57

26 DOCUMENT MATCHING WALKTHROUGHS MATCH A PURCHASE INVOICE TO PURCHASE ORDERS You can match a purchase invoice to purchase orders, either manually from the Receipt Matching card, or automatically by enabling Auto Match on the Template Card. The Receipt Matching card, where you can perform manual matching, has three sections: All purchase receipt lines grouped by order no. Recognized document lines. The document. To match a purchase invoice to purchase orders, perform manual matching, or perform automatic matching, and enable to allow variance when matching. Perform manual matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal and then choose the document category for purchase documents. 3. On the Home tab, choose Edit Journal and then choose a document. 4. On the Home tab, choose Match lines. 5. On the Home tab, choose Perform Automatic Match or manually insert quantity to match on Matched Quantity. Important! To run function Perform Automatic Match on the Receipt Matching card, you first recognize the field Our Order No. on the document. When running the function, Document Capture matches on either a single purchase receipt with the same amount, or all the purchase receipts with the total amount, as the total amount of the document. If Document Capture does not find valid matches, the uninvoiced received quantity is set as Matched Quantity. Note! You can view the matched amount at the top of Receipt Matching card. Document Capture updates the amount to reflect the current amount matched to the purchase receipt lines. Perform automatic matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal and then choose the document category for purchase documents. 3. On the Home tab, choose Edit Journal and then choose a document. 4. On the Home tab, choose Card under the Template section. 5. Expand Templates section on the Document Category Card and choose a template. 6. Expand Purchase Documents section on the Template Card. 7. Enable Auto Match. 8. Close the Template Card 9. On the Home tab, choose Recognize Fields. Document Capture - Walkthroughs - Version 4.50 Page 26 / 57

27 Activate to allow variance when matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal and then choose a document category. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Expand Purchase Documents section on the Template Card. 6. Assign Allow Variance Amount and Variance Posting Account to set the maximum variance amount and the G/L Account use registering a purchase invoice with a variance. Note! Enable Auto Approve within Variance for Document Capture to automatically approve a purchase invoice matched to a purchase order within the variance. It will be approved when Send Approval Request is clicked. See also Match a purchase credit memo to return orders Document Capture - Walkthroughs - Version 4.50 Page 27 / 57

28 MATCH PURCHASE CREDIT MEMO TO RETURN ORDERS You can match a purchase credit memo to return orders, either manually from the Receipt Matching card, or automatically by enabling Auto Match on the Template Card. The Receipt Matching card, where you perform manual matching, has three sections: All return shipment lines grouped by order no. Recognized document lines. The document. To match a purchase credit memo to return orders, perform manual matching, or perform automatic matching, and enable to allow variance when matching. Perform manual matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal, and then choose the document category for purchase documents. 3. On the Home tab, choose Edit Journal, and then choose a document. 4. On the Home tab, choose Match lines. 5. On the Home tab, choose Perform Automatic Match, or manually insert quantity to match on Matched Quantity. Important! To run function Perform Automatic Match on the Receipt Matching card, you first recognize the field Our Order No. on the document. When running the function, Document Capture matches on either a single return shipment with the same amount, or all the return shipments with the total amount, as the total amount of the document. If Document Capture does not find valid matches, the uninvoiced shipped quantity is set as Matched Quantity. Note! You can view the matched amount at the top of Return Shipment Matching card. Document Capture updates the amount to reflect the current amount matched to the return shipment lines. Perform automatic matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal and then choose the document category for purchase documents. 3. On the Home tab, choose Edit Journal and then choose a document. 4. On the Home tab, choose Card under the Template section. 5. Expand Templates section on the Document Category Card and choose a template. 6. Expand Purchase Documents section on the Template Card. 7. Enable Auto Match. 8. Close the Template Card 9. On the Home tab, choose Recognize Fields. Activate to allow variance when matching 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. Document Capture - Walkthroughs - Version 4.50 Page 28 / 57

29 2. On the Lists section, choose Document Journal and then choose a document category. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template. 5. Expand Purchase Documents section on the Template Card. 6. Assign Allow Variance Amount and Variance Posting Account to set the maximum variance amount and the G/L Account use registering a purchase invoice with a variance. Note! Enable Auto Approve within Variance for Document Capture to automatically approve a purchase credit memo matched to a purchase return order within the variance. It will be approved when Send Approval Request is clicked. See also Match a purchase invoice to purchase orders Document Capture - Walkthroughs - Version 4.50 Page 29 / 57

30 DOCUMENT APPROVAL WALKTHROUGHS SET UP AND APPROVE WITH APPROVAL WORKFLOWS Document Capture uses an extended version of the approval workflow of Dynamics NAV. Enabling approval via Document Capture allows you to view and approve purchase invoices electronically, without the need to have the paper purchase invoice at hand. Furthermore, information regarding approved purchase invoices and approvers is stored and made accessible. You can make several configurations to the serial approval process, such as hierarchal approval limits. To set up approval workflow with Document Capture, enable an approval template, then configure the user setup, send a purchase invoice for approval, and finally approve a purchase invoice. Enable an approval template 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Approval Templates. 3. On the Home tab, choose Edit List. 4. On the approval template with approval code P-INVOICE, set the field Enable to active and set the Limit Type to Approval Limit, and then choose OK. Important! Other languages may have other Approval Codes for the approval template to approve purchase documents, but the Document Type and the Table ID should still be Invoice and 38 respectively. Configure the user setup 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose User Setup. 3. On the Home tab, choose New and then assign User ID field with an existing NAV-user or choose to create a new user as approver. 4. Choose a Salesperson /Purch. Code from its lookup to link the approver. 5. If the approver can approve an unlimited amount enable Unlimited Purchase Approval, else assign Approver ID, the approver requested to approve for invoices with total amounts surpassing approver amount limits, and Purchase Amount Approval Limit, the approver amount limit. The image illustrates the settings for approver RL, with a limited approval amount of 4000, and his superior approver AH, with unlimited approval amount. Document Capture - Walkthroughs - Version 4.50 Page 30 / 57

31 Send a purchase invoice for approval 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Document Journal, and then choose the document category for purchase documents. 3. On the Home tab choose Edit Journal, and then choose a document. 4. On the Home tab choose Recognize Fields, assign Our Contact field either from the document or manually. 5. On the Home tab, choose Register. 6. On the Home tab, choose Send Approval Request. Note! If Our Contact is empty when registering the purchase document, Document Capture shows the confirmation message below. The options available are to either choose a purchaser from the list of approvers, choose the purchaser from the vendor, to always choose the purchaser from the vendor for this vendor, or to setup a default purchaser code to always be used for purchase documents of this vendor. Note! You can send a purchase invoice for approval when registering by choosing Submit for Approval for Invoice Reg. Step 2 field on the template. Approve a purchase invoice 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section, choose Purchase Invoices and then choose a document, and on the Home tab choose Edit. 3. On the Home tab, choose Approve. If the total amount of the purchase invoice surpasses the amount limit of the approver Document Capture sends the purchase invoice to the superior approver, else releases it. Note! Besides Approve, the approver can also choose to Reject, Forward or put the purchase invoice On Hold. Document Capture - Walkthroughs - Version 4.50 Page 31 / 57

32 See also Set up an approval flow Set up approval sharing Set up approval reminder Set up purchase allocations Document Capture - Walkthroughs - Version 4.50 Page 32 / 57

33 SET UP AN APPROVAL FLOW An approval flow contains a list of approvers to approve a purchase document. When you submit the purchase document for approval, each approver in the approval flow receive an approval request entry. Approval flows do not take into consideration the amount limits of the approvers, just the hierarchical relationship between them. You can set an approval flow either directly on the purchase header or to a template that Document Capture assigns to all documents belonging to the template. To set up an approval flow, create an approval flow, and then configure the template. Create an approval flow 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists, section choose Approval Flows. 3. On the Home tab, choose New. 4. Assign Code for the approval flow. For example, the code for the approval flow of phone bills can be PHONEBILL. 5. Choose the field value of No. of Approvers. 6. For each approver you want to add to the approval flow choose New on the Home tab and choose an approver from the field lookup, then choose OK. For example, by adding first RL and then AH, RL is the first to approve a document with the approval flow code PHONEBILL and AH is the second. Configure the template 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and then choose a document category. 3. On the Home tab, choose Edit. 4. Expand Templates section on the Document Category Card and choose a template, then choose Card. 5. On Purchase Documents section, assign field Approval Flow Code. Note! You can manually specify an approval flow code to a purchase document from the Purchase Invoice card and the Purchase Credit Memo card of Document Capture. Note! If you send a purchase document that contains an approval flow code for approval, Document Capture will ignore the purchaser and instead create the approval requests according to the settings of the approval flow code. See also Set up and approve with approval workflow Set up approval sharing Set up approval reminder Set up purchase allocations Document Capture - Walkthroughs - Version 4.50 Page 33 / 57

34 SET UP APPROVAL SHARING You can grant view and approval permission to a substitute, for documents submitted for approval to an approver who is out of office. Document Capture shared the documents when you register them. Create an approval sharing 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Approval Sharing. 3. On the Home tab choose New, and then assign the Owner User ID and the Shared to User ID. 4. If the approval administrator is creating the approval sharing and there is no specific date for the approval sharing choose Normal as Sharing Type. However, if the approval administrator or the owner is creating the approval sharing and there is a specific date for the approval sharing choose Out of Office as Sharing Type and assign the date fields, then choose OK. Note! Even if you share a purchase invoice for approval, Document Capture still sets the Approval By to the owner. See also Set up and approve with approval workflow Set up an approval flow Set up approval reminder Set up purchase allocations Document Capture - Walkthroughs - Version 4.50 Page 34 / 57

35 SET UP APPROVAL S You can send status and reminder s to approvers regarding purchase invoices assigned to them to approve or still waiting for approval. When sending status s to approvers each approver will receive one containing a list of all their documents pending approval. Standard NAV have some pitfalls in how it handles notification s as it is sending one per document submitted for approval, eventually over floating approver s inboxes with s. Using standard NAV approvers are notified when a document is submitted for approval but never again. Using Document Capture functionality to send status s to approvers, they will receive one containing all their invoices for approval each time the status s are sent (normally ones every day). In addition to status s, you can configure reminders with different levels and escalation policies so a copy of the reminder can be sent to a manager if a document reaches a specific level. To set up approval status s to approvers, configure approval status , then create a reminder , and finally send s to approvers manually. Configure approval status 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Tasks section, choose Setup. 3. Assign Sender to specify the address of the sender on the s sent 4. Assign Sender Name to specify the name of the sender on s sent 5. Assign Error to specify an administrator account to receive error information when sending reminder s, and then choose OK. 6. On the Home tab choose Import Template, to import a template that Document Capture uses when sending s, and then make necessary configurations to SMTP Setup. Important! templates are files with HTM extensions and default templates are included on the Document Capture ProductCD called Status template. Create a reminder 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Reminder Setup. 3. On the Home tab, choose New. 4. Assign Level to specify the reminder level of the reminder , and Due Date Formula to calculate when the approval request reaches the reminder level. 5. Assign fields to specify who should receive copies and the Subject. Important! Approvers only receive a reminder once it reaches its reminder level and you run the function Send Status s to Approvers. Send s to approvers manually Document Capture - Walkthroughs - Version 4.50 Page 35 / 57

36 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Tasks section, choose Send Status to Approvers. Important! You can send reminder s to approvers with a NAS by adding the Codeunit as a Job Queue. See also Set up and approve with approval workflow Set up an approval flow Set up approval sharing Set up purchase allocations Document Capture - Walkthroughs - Version 4.50 Page 36 / 57

37 SET UP PURCHASE ALLOCATIONS You can create and post entries of purchase allocation in the general ledger when you send a purchase invoice for approval. Document Capture reverses the purchase allocation entries from the general ledger when you post the purchase invoice. You can configure Document Capture to create and post purchase allocation either automatically or manually. To set up purchase allocations, configure purchase allocation, then either create purchase allocations automatically, or create purchase allocations manually. Configure purchase allocation 1. On the Search box enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Tasks section, choose Setup. 3. On the Purchase Approval section, enable Auto. Post Purch. Allocation. 4. Assign Purch. Alloc. G/L Account No. then choose OK. Create purchase allocations automatically 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Purchase section, choose Purchase Invoices. 3. Choose a purchase invoice and then choose Edit on the Home tab. 4. Choose Send Approval Request on the Functions button. 5. Choose Allocations on the Invoice button to show the purchase allocation created. 6. Choose the Navigate button to show the entries created. Commented [TO1]: ALSO DESCRIBE * GO INTO A PURCHASE INVOICE AND SEND IT FOR APPROVAL, * OPEN THE PURCHASE ALLOCATION AND SEE THAT IT HAS BEEN CREATED, * CLICK NAVIGATE AND SEE WHICH ENTRIES THAT HAS BEEN CREATED Create purchase allocations manually Note! 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Purchase section, choose Purchase Invoices. 3. Choose a purchase invoice and then choose Edit on the Home tab. 4. On the Navigate tab choose Allocations, and then choose New. 5. Assign necessary fields, either from the purchase invoice lines by choosing Create Lines from the Functions button, or by inserting them manually, and then choose Post from the Home tab. 6. Choose the Navigate button to show the entries created. Commented [TO2]: ALSO ASK TO EITHER ENTER LINES MANUALLY OR CLICK CREATE LINES TO MAKE THE SYSTEM CREATE THE ALLOCATION LINES BASED ON THE INVOICE LINES. THEN CLICK POST AND THEN CLICK NAVIGATE TO SEE WHICH ENTRIES HAS BEEN CREATED You can view the amount of the purchase allocations of a vendor from the Vendor Card, from where the underlying entries are accessible too. Note! Document Capture posts reversing entries of purchase allocations on the date as the entries that it is reversing. However, if the posting period is closed the posting date is retrieved form the purchase invoice or the purchase credit memo. See also Document Capture - Walkthroughs - Version 4.50 Page 37 / 57

38 Set up and approve with approval workflow Set up an approval flow Set up approval sharing Set up approval reminder Document Capture - Walkthroughs - Version 4.50 Page 38 / 57

39 DOCUMENT ARCHIVING WALKTHROUGHS NAVIGATE A PURCHASE DOCUMENT You can choose any standard card or list in Dynamics NAV to navigate a purchase document. Document Capture enhances the process of showing information in the Navigate page to include registered and posted documents of a document category in Document Capture. To navigate a purchase document, navigate from the Posted Invoices list or the Posted Purchase Invoice card. Navigate from the Posted Invoices list 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the History section, under Purchase section, choose Posted Invoices, and then choose a posted invoice. 3. On the Home tab, choose Navigate. 4. On the Navigate page choose either Document Capture Document, to show the document in the Document Card, or Document Capture File, to show the PDF file of the document, and then choose Show from the Home tab. Navigate from the Posted Purchase Invoice card 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the History section, under Purchase section, choose Posted Invoices, and then choose a posted invoice. 3. On the Home tab, choose View. 4. On the Home tab, choose Navigate. 5. On the Navigate page choose either Document Capture Document, to show the document in the Document Card, or Document Capture File, to show the PDF file of the document, and then choose Show from the Home tab. See also Search documents with Document Search Document Capture - Walkthroughs - Version 4.50 Page 39 / 57

40 SEARCH DOCUMENTS WITH DOCUMENT SEARCH You can search in documents that are open or registered from the Document Search page. To search documents with Document Search, open the Document Search card and perform a search. Open the Document Search card and perform a search 1. On the Search box, enter Document Capture and choose the link referring to the Document Capture department. 2. On the Tasks section, choose Document Search. 3. Assign text to search for in documents on the Find What field. You can also choose value for Document Category field to specify the search further. 4. On the Home tab, choose Find and then choose a document. 5. On the Home tab, choose either Show Document to show the document in the Document Card, or Show PDF File, to show the PDF file of the document. See also Navigate a purchase document Document Capture - Walkthroughs - Version 4.50 Page 40 / 57

41 EXAMPLE WALKTHROUGHS EXAMPLE FOR VENDOR STATEMENT You can import vendor statement documents and link them to vendors, and as file name you can set the document date, by creating and configuring a document category with a master template. To work with vendor statement, create document category VENDSTAT with a connection endpoint and add identification fields to document category VENDSTAT, then create a master template for VENDSTAT with the template fields DOCDATE, BALANCE and DESCRIPTION. Afterwards import, recognize and register a vendor statement document, and finally find and open the vendor statement document. Create document category VENDSTAT with a connection endpoint 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Document Categories. 3. On the Home tab, choose New. 4. Set the Code to VENDSTAT and Description to Vendor Statements, and then enable Scanning Allowed. 5. Assign the Vendor table number 23 as the Source Table No. and change the Source Field No. (Name) to the Name field number Document Capture shows a message when the chosen table has not been used as a source table previously, telling you to reopen the company for changes to take effect. 7. Expand the section and from the lookup of the Connection Endpoint field choose New. 8. Assign VENDSTAT as Code and Vendor Statements as Description. 9. Assign Protocol, Protocol Port and Server Address of the server. 10. Assign Username and Password to connect to the On the Connection Endpoint card, choose OK. 12. On the Tasks section from Application Setup on the Administration department, choose Export Configuration Files. 13. When the export is finished, Document Capture shows a confirmation message. Choose OK. The image illustrates the document category VENDSTAT with the Vendor table as the Source Table No. Commented [TO3]: PLEASE USE THE CORRECT PROTOCOL PORT AND SERVER ADDRESS FOR G-MAIL IN THE SCREENSHOT Document Capture - Walkthroughs - Version 4.50 Page 41 / 57

42 The image illustrates the connection endpoint for document category VENDSTAT with assigned settings. Important! You need an account with IMAP enabled to use a connection endpoint, else you will only be able to import files by moving them manually to the PDF File Path for OCR on the Document Capture Setup Card. Add identification fields to VENDSTAT 1. On the Document Category card of VENDSTAT, choose the field value of No. of Identification Fields. 2. On the Home tab, choose New. 3. Add fields with the assigned fields and rating to identify the vendor of a vendor statement document. The image illustrates the identification fields for VENDSTAT, with the field VAT Registration No. assigned the highest rating because of its uniqueness, and other useful fields from the Vendor table to identify the vendor of a vendor statement document. Create a master template for VENDSTAT 1. Expand the Templates section and add a new line, and then set No. to VENDSTAT and Source Sub Type to Master. 2. On the section bar, choose Card. 3. Assign a default Description, change Show Document After Register to Never and if necessary assign a Language Code. 4. Document Capture shows a message when you assign or change the Language Code, asking if you want to update the language code on all template fields. Choose Yes. 5. Expand the Codeunits section and assign to field Codeunit ID: Doc. Validation, to field Codeunit ID: Register and to field Codeunit ID: Register (Y/N). Document Capture - Walkthroughs - Version 4.50 Page 42 / 57

43 The image illustrates the master template VENDSTAT with Description set to Default, Language Code set to ENU and Show Document After Register set to Never. The image illustrates Codeunits regarding the document validation and registration assigned to the master template VENDSTAT. Create template field DOCDATE 1. Expand the Fields section and add a new line, and then set Type to Header, Sort Order to 10 and Code to DOCDATE. 2. On the section bar, choose Card. 3. Assign Document Date to Field Name, and then enable Required, Search for Value, Enable Rule Generation and Never use Global Captions. 4. Change the Data Type to Date and if necessary change the Date Format. 5. Expand the Captions section and add lines with possible captions to the document date for Document Capture to find and retrieve the date value. Document Capture - Walkthroughs - Version 4.50 Page 43 / 57

44 The image illustrates the template field DOCDATE with a Field Name, Data Type set to Date and Required, Search for Value, Enable Rule Generation and Never use Global Captions enabled. The image illustrates the captions added on the template field DOCDATE. Create template field BALANCE 1. On the Fields section, add a new line and set Type to Header, Sort Order to 20 and Code to BALANCE. 2. On the section bar, choose Card. 3. Set Field Name to BALANCE, Data Type to Number and then enable Required, Search for Value and Never use Global Captions. 4. Expand the Captions section and add lines with possible captions to the balance field for Document Capture to find and retrieve the balance value. Document Capture - Walkthroughs - Version 4.50 Page 44 / 57

45 The image illustrates the template field BALANCE with a Field Name, Data Type set to Number and Required, Search for Value and Never use Global Captions enabled. The image illustrates the captions added on the template field BALANCE. Create template field DESCRIPTION 1. On the Fields section, add a new line and set Type to Header, Sort Order to 30 and Code to DESCRIPTION. 2. On the section bar, choose Card. 3. Set Field Name to Description and Formula to DOCDATE: BALANCE. Document Capture - Walkthroughs - Version 4.50 Page 45 / 57

46 The image illustrates the template field DESCRIPTION with a Field Name and Formula set to DOCDATE: BALANCE. Import, recognize and register a vendor statement document 1. Send an with a vendor statement document attached to the Username of the connection endpoint VENDSTAT. 2. On the Search box, enter Document Capture and choose the link referring to the Document Capture department. 3. On the Tasks section, choose Scanning & OCR. You may have to wait a while before the sent file appears on the No. of files for import. 4. On the Document Categories list, choose the document category VENDSTAT. 5. On the Home tab, choose Import Files. 6. When the import is finished Document Capture shows a confirmation message of the amount of documents imported, choose OK. 7. On the Lists section on the Document Capture department, choose Document Journal and then choose document category VENDSTAT. 8. On the Home tab, choose Edit Journal, and then choose the imported document. To open the Document Card on the Home tab choose Card. 9. On the Home tab, choose Recognize fields. 10. Document Capture shows a message when the source ID of a document does not have a source template, asking if you want to create a template for the source ID. Choose Yes. 11. If necessary change the captions and values of the document fields recognized. 12. On the Home tab, choose Register. Document Capture - Walkthroughs - Version 4.50 Page 46 / 57

47 The image illustrates a vendor statement that has been recognized and is ready for import. Find and open the vendor statement document 1. On the Search box, enter Vendors and choose any link, and then choose the vendor with the linked vendor statement document. Document Capture has enhanced the Vendors list and the Vendor Card to show linked documents, and under the category Vendor Statements the linked vendor statement document is shown. 2. Choose the vendor statement document to open it. The image illustrates the vendor Lewis Home Furniture with a linked vendor statement document. See also Set up a new document category Set up a new template Set up a new template field Example for purchase document with account Document Capture - Walkthroughs - Version 4.50 Page 47 / 57

48 EXAMPLE FOR PURCHASE DOCUMENT WITH ACCOUNT You need an account with IMAP enabled to use a connection endpoint for purchase documents, else you will only be able to import purchase documents by moving them manually to the document category directory specified on the field PDF File Path for OCR on the Document Capture Setup Card. To set up purchase document with account, create an account with IMAP enabled, then create and link a connection endpoint to PURCHASE, and finally send and import a purchase document. Create an account with IMAP enabled 1. Open a web browser and enter the web page of an service provider. In this example Gmail is used, 2. Choose Create an account and assign necessary account settings. 3. Choose Next step until you have finished the registration process. 4. On the Inbox page, choose the Settings image and then choose Settings. 5. On the Forwarding and POP/IMAP tab, choose Enable IMAP. 6. Choose Save Changes. The image illustrates a Gmail account with IMAP enabled. Create and link a connection endpoint to PURCHASE 1. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 2. On the Lists section choose Document Journal, and choose the document category PURCHASE. 3. Expand the section and from the lookup of the Connection Endpoint field choose New. 4. Set Code to PURCHASE and Description to Purchase documents. Document Capture - Walkthroughs - Version 4.50 Page 48 / 57

49 5. Set Protocol to IMAP, Protocol Port to 993 and Server Address to imap.gmail.com. 6. Assign Username and Password to connect to the On the Connection Endpoint card, choose OK. 8. On the Tasks section from Application Setup on the Administration department, choose Export Configuration Files. 9. When the export is finished, Document Capture shows a confirmation message. Choose OK. Send and import a purchase document 1. Send an with a purchase document attached to the Username of the connection endpoint PURCHASE. 2. On the Search box, enter Document Capture and choose the link referring to the Document Capture department. 3. On the Tasks section, choose Scanning & OCR. You may have to wait a while before the sent file appears on the No. of files for import. 4. On the Document Categories list, choose the document category PURCHASE. 5. On the Home tab, choose Import Files. 6. When the import is finished Document Capture shows a confirmation message of the amount of documents imported, choose OK. The image illustrates the Scanning & OCR card with the document category PURCHASE containing a purchase document for import. See also Set up a new document category Example for signed sales shipment Example for posted sales invoice with automatic archiving Document Capture - Walkthroughs - Version 4.50 Page 49 / 57

50 EXAMPLE FOR SIGNED SALES SHIPMENT You can import signed sales shipment documents and link them to sales shipments by creating and configuring a document category with the Sales Shipment Header table. To set up a new document category for signed sales shipment, create document category SGNDSLSSHP with a connection endpoint, and then add identification fields for document category SGNDSLSSHP, and finally import, recognize and register a signed sales shipment document. Create document category SGNDSLSSHP with a connection endpoint 1. On the Search box, enter Document Capture and choose the link referring to Application Setup on the Administration department. 2. On the Lists section, choose Document Categories. 3. On the Home tab, choose New. 4. Set the Code to SGNDSLSSHP and Description to Signed Sales Shipments, and then enable Scanning Allowed and Register without Template. 5. Assign the Sales Shipment Header table number 110 as the Source Table No. and change the Source Field No. (Name) to the Bill-to Name field number Document Capture shows a message when the chosen table has not been used as a source table previously, telling you to reopen the company for changes to take effect. 7. Expand the section and from the lookup of the Connection Endpoint field choose New. 8. Assign SGNDSLSSHP as Code and Signed Sales Shipments as Description. 9. Assign Protocol, Protocol Port and Server Address of the server. 10. Assign Username and Password to connect to the On the Connection Endpoint card, choose OK. 12. On the Tasks section from Application Setup on the Administration department, choose Export Configuration Files. 13. When the export is finished, Document Capture shows a confirmation message. Choose OK. The image illustrates the document category SGNDSLSSHP with a connection endpoint assigned to it. Document Capture - Walkthroughs - Version 4.50 Page 50 / 57

51 Note! The protocol port is usually 993 with an SSL connection and 143 without an SSL connection. Add identification fields to SGNDSLSSHP 4. On the Document Category card of SGNDSLSSHP, choose the field value of No. of Identification Fields. 5. On the Home tab, choose New. 6. Add fields with the assigned fields and rating to identify the sales shipment number of a signed sales shipment document. The image illustrates the identification field for SGNDSLSSHP, with the field No. rated as 5. Import, recognize and register a signed sales shipment document 1. Send an with a signed sales shipment document attached to the Username of the connection endpoint SGNDSLSSHP. 2. On the Search box enter Document Capture and choose the link referring to the Document Capture department. 3. On the Tasks section, choose Scanning & OCR. You may have to wait a while before the sent file appears on the No. of files for import. 4. On the Document Categories list, choose the document category SGNDSLSSHP. 5. On the Home tab, choose Import Files. 6. When the import is finished Document Capture shows a confirmation message of the amount of documents imported, choose OK. 7. On the Lists section on the Document Capture department, choose Document Journal and then choose document category SGNDSLSSHP. 8. On the Home tab choose Edit Journal, and then choose the imported document. 9. On the Home tab, choose Recognize Fields. 10. Document Capture shows a message when the source ID of a document does not have a source template, asking if you want to create a template for the source ID. Choose Yes. 11. If necessary change the captions and values of the document fields recognized. 12. On the Home tab, choose Register. Document Capture - Walkthroughs - Version 4.50 Page 51 / 57