This page shows the process for the data capture on PDF invoices. The following is a simplified schematic overview of the process.
When an email is sent to NetSuite or PDF Files are loaded manually via Instant Upload screen, all PDF attachments are saved in the File Cabinet and getting prepared. Files are automatically sent to the OCR Scanning station connected to your NetSuite account. Based on every single PDF file the corresponding Bill to Process record is created with subsidiary/vendor/purchase order automatically matched and all captured data on header and line level autopopulated. From this point end user can verify the results and save the vendor bill/credit. Autoprocessing of these records is also supported and can be configured during the implementation.
Incoming Transactions:
- PDFs are sent in a batch to OCR Scanning Station within 15 minutes after they are received in NetSuite.
- OCR Station captures data from the PDFs. NetSuite retrieves this data also in batch within 15 minutes after OCR completes the data capture.
The PDF and the captured data is validated in NetSuite and a Bill to Process record is created. Records in ZoneCapture portlet in the Incoming section are the starting point for the user to create vendor bills or credits.
Audit Report
All incoming PDFs with their status are also shown in the ZoneCapture Audit Report.
- This can be found at Transactions > ZoneCapture > Audit Report.
ZoneCapture Audit report contains the list of all files received through ZoneCapture. You will find there files incoming from all sources:
- PDF Capture (delivered to ZoneCapture via Email Plugin),
- PDF Capture with Manual Upload (delivered to ZoneCapture via manual upload screen - drag&drop),
- E-invoice (delivered to ZoneCapture via integration with e-invoicing network).
The list also includes incoming transactions rejected by the user in case they decided to not create vendor bills/credits based on these records.
The audit report record the exact dates when the file has been received by ZoneCapture ("Date Received" column) and when the actual scanning happened ("Received from OCR" column).
"Scanned Document Date" represent the invoice date captured from the PDF file.