How to Manually Upload Bills to Process in ZoneCapture

Upload PDF bills directly to ZoneCapture to create Bill to Process records, with or without OCR scanning. This guide covers navigation, permissions, upload options, limitations, and user preferences.

Note: Clicking on the images within this guide will enlarge them for better viewing.

Overview

Version 2.2.0 of the ZoneCapture bundle introduced an enhanced manual upload that creates Bill to Process records directly from PDF files. With manual upload, you can:

• Upload multiple PDF files at once using the drag-and-drop zone.
• Preselect the subsidiary and vendor.
• Send files for OCR scanning immediately.
• Skip OCR scanning, attach the PDF file to the Bill to Process record, and process the data manually.

Navigation

To manually upload a Bill to Process, go to the menu path that matches your role:

• Transactions > ZoneCapture > Manually Upload Bill to Process (when your role uses the Classic Center)
• Financial > ZoneCapture > Manually Upload Bill to Process (when your role uses the Accounting Center)

If using Zone Control Center, simply click on Manual Upload in the ZoneCapture menu.

Permissions

By default, only the Administrator role can access the Manual Upload page. To allow users with other roles to upload bills manually, add each role to the Audience of the script deployment.

If a custom role is not included in the Audience, the user sees the following error:

How to add a custom role to the Audience

1. Go to Customization > Scripting > Scripts.
2. Sort the list by Name, locate FF SC SL Instant Process UI, and click View on that line.
3. Select the Deployments subtab and click the title of the deployment.
4. Click Edit on the Script Deployment.
5. Select the Audience subtab and add the role.
6. Click Save.

Manual upload with OCR scanning

Manual upload with OCR scanning sends the PDF files you load straight to the scanning station. This option is faster than sending PDFs by email. ZoneCapture returns the recognition results as soon as scanning completes.

1. Load the PDF files you want to process.
2. Preselect the subsidiary and vendor, if applicable.
3. Click Process.

Your selected subsidiary and vendor apply to all loaded documents. Selecting a subsidiary or vendor is optional, but selecting a subsidiary is highly recommended. If you do not preselect either one, ZoneCapture applies the standard matching rules, the same as for bills sent through the email plugin. The Subsidiary list follows your permissions.

After you click Process, ZoneCapture sends the files to the OCR station. A progress bar under each file name shows the processing state, from scanning to retrieving document results. Processing takes from a few seconds to a few minutes, depending on the number of loaded documents.

While you wait for the Bill to Process records to be created, you can either stay in the browser window until the documents are ready or close the browser window.

When scanning completes, the documents appear in Incoming transactions to be processed with an origin of PDF Capture with Manual Upload.

Manual upload without OCR scanning

Use this option to skip OCR scanning for the files you load. It works well when a file has hundreds of pages you do not want to scan, or when the PDF quality is so poor that creating the bill manually is more reliable.

1. Select the Skip OCR Scanning checkbox.  
2. Load the PDF files you want to process.
3. Preselect the subsidiary and vendor, if applicable.
4. Click Process.

ZoneCapture creates a Bill to Process record for every loaded file with an origin of Manual Upload. Because ZoneCapture does not send the files to the OCR station, there are no recognition results and no data prepopulates when the vendor bill is created. Enter all details manually.

Known limitations

Keep the following limitations in mind when you use manual upload:

• Only PDF files are supported. If you load a different file type, such as an XML file, a notification message appears immediately. ZoneCapture does not process invalid file types. 

• The maximum file size is 10 MB. If you load a file larger than 10 MB, a notification message appears immediately. ZoneCapture does not process files that exceed the limit. 

• You can upload a maximum of 20 PDF files. If you load more than 20 files, a notification message appears immediately, and ZoneCapture processes only the first 20 files. 

User preferences

A configuration option controls what happens when you process a single document through manual upload. When processing finishes, ZoneCapture redirects you to one of the following:

• The Incoming transactions to be processed list.
• The loaded document, which is the Bill to Process record in edit mode.

How to change the redirect setting

1. Go to Home > Set Preferences > Custom Preferences.
2. Locate the ZoneCapture section.
3. Select or clear the Show List When Only One Result checkbox. 

When you select the checkbox, ZoneCapture shows the Incoming transactions to be processed list after scanning one document. When you clear the checkbox, ZoneCapture shows the created Bill to Process record in edit mode.

When you load multiple PDFs, ZoneCapture always redirects you to Incoming transactions to be processed, where the created Bill to Process records are available for further processing.

Troubleshooting

If manual upload fails, see Manual bill upload not working.