===================== Document digitization ===================== Document digitization refers to the process of converting paper or digital documents into records in a database. Using :abbr:`OCR (optical character recognition)` and artificial intelligence technologies, Odoo reads the content and automatically creates and fills in the record's details. This process is mainly used for vendor bills (or refunds). .. note:: Although less common, this digitization process can also be applied to customer invoices and credit notes. The :ref:`settings ` need to be adjusted accordingly. .. seealso:: - `Test Odoo's invoice digitization `_ - `Odoo Tutorials: Vendor Bill Digitization `_ - :doc:`/applications/essentials/in_app_purchase` .. _accounting/bill-digitization/configuration: Configuration ============= Go to :menuselection:`Accounting --> Configuration --> Settings` and navigate to the :guilabel:`Digitization` section. Enable the :guilabel:`Document Digitization` option and choose whether :guilabel:`Vendor Bills` should be processed automatically or on demand. .. note:: If the :guilabel:`Single Invoice Line Per Tax` option is enabled, only one line is created per tax in the new vendor bill, regardless of the number of lines on it. .. _accounting/bill-digitization/vendor-bills-upload: Vendor bills upload =================== Vendor bills are :ref:`uploaded manually ` or sent to a :ref:`designated email alias ` to be digitized. They can also be :ref:`automatically posted ` for selected vendors. .. note:: Once the bill is uploaded, the document preview appears on the right side of the screen. .. seealso:: :doc:`Vendor bills <../vendor_bills>` .. _accounting/bill-digitization/manual-upload: Manual upload ------------- In the Accounting dashboard, drag and drop vendor bills into the desired purchase journal or click :guilabel:`Upload` on the purchase journal. .. _accounting/bill-digitization/email-alias: Upload via email alias ---------------------- Vendor bills can be uploaded via an email alias associated with the relevant journal in two ways: - scanned from a connected scanner configured to send email to an email alias; - sent directly to an email alias. Each PDF attached to the email is automatically converted into a new draft vendor bill. .. note:: - Only PDF and XML formats are processed via an email alias associated with a journal. - JPEG files must be processed via :ref:`email alias in the Documents app `. To add an email alias to a journal, follow these steps: #. Make sure an :doc:`alias domain <../../../websites/website/configuration/domain_names>` has been configured. #. The default email alias `vendor-bills@` followed by the alias domain is automatically created and available in the :guilabel:`Advanced Settings` tab of the :guilabel:`Vendor Bills` journal. #. To change a default email alias, go to :menuselection:`Accounting --> Configuration --> Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` in the :guilabel:`Advanced Settings` tab. #. Configure the connected scanner to send scanned documents to the email alias, if needed. .. note:: Alternatively, an :ref:`email alias in the Documents app ` can be used to automatically send vendor bills to the :guilabel:`Finance` :ref:`folder ` (e.g., `inbox-financial@example.odoo.com`). .. _accounting/bill-digitization/auto-post-bills: Automatic vendor bill posting ----------------------------- .. note:: To use the :guilabel:`Auto-post bills` option, the :guilabel:`Digitize automatically` setting in the :ref:`Document Digitization ` section must be enabled for vendor bills. To automatically post digitized vendor bills for specific vendors, go to :menuselection:`Accounting --> Vendors --> Vendors` and click the desired vendor. In the :guilabel:`Accounting` tab of the contact form, select an :guilabel:`Auto-post bills` option in the :guilabel:`Automation` section: - :guilabel:`Always` - :guilabel:`Ask after 3 validations without edits`: When the third uploaded bill is confirmed without any edits, an :guilabel:`Autopost Bills` window appears. The following options can be chosen: :guilabel:`Activate auto-validation`, :guilabel:`Ask me later`, or :guilabel:`Never for this vendor`. - :guilabel:`Never` .. note:: Since automation is triggered after three validated bills without edits, the contact name must already exist in the database, and each uploaded vendor bill must include a bill date. .. _accounting/bill-digitization/digitization: Digitization and data recognition with AI ========================================= Depending on the :ref:`settings `, documents are either automatically digitized or require manual processing if digitization is set to on-demand only. To manually digitize an :ref:`uploaded document `, click :guilabel:`Digitize document`. Once the document has been digitized, a blue banner appears; click :icon:`oi-arrow-right` :guilabel:`Refresh`. Review and correct any information uploaded during digitization: click on the related field(s) to edit them, or click :guilabel:`Reload AI data` to refresh the data. Then, click :guilabel:`Confirm` to post the document. .. tip:: Once a document has been digitized, the :guilabel:`Vendor` field remains empty if the vendor doesn't exist in the database. To add it, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` in the :guilabel:`Vendor` field; the vendor name appears highlighted in the document preview on the right. Click it to open a new vendor form with the name pre-filled. .. note:: The following vendor bill fields are recognized by OCR: - :guilabel:`Vendor`, :guilabel:`Bill Reference`, :guilabel:`Bill Date`, :guilabel:`Payment Reference` (only in the Belgian +++xxx/xxxx/xxxxx+++ format), :guilabel:`Recipient Bank`, :guilabel:`Due Date`, and the currency (in a :doc:`multi-currency <../get_started/multi_currency>` environment and if the currency is activated). - From the :guilabel:`Invoices Lines` tab: :guilabel:`Product` description/label, :guilabel:`Quantity`, unit :guilabel:`Price`, :guilabel:`Taxes` (if the :ref:`tax is activated `; this field is not recognized by OCR for the :doc:`Indian localization <../../fiscal_localizations/india>`), :guilabel:`Untaxed Amount`, and :guilabel:`Total`. .. _accounting/bill-digitization/vendor-bills-matching-po: Purchase order matching ======================= When a digitized vendor bill is recognized by :abbr:`OCR (optical character recognition)`, Odoo searches the database for a matching purchase order. If found, the vendor bill can be manually :ref:`matched with the existing open purchase order lines `. .. tip:: - Electronic vendor bills with embedded XML ensure more accurate and efficient processing. - Alternatively, the :ref:`Auto-complete ` feature can transfer information from the purchase order to the vendor bill, without requiring OCR. .. _accounting/bill-digitization/pricing: Pricing ======= The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits. Digitizing one document uses one credit. To buy credits, :ref:`go to the Settings app ` or :menuselection:`Accounting --> Configuration --> Settings`, navigate to the :guilabel:`Digitization` section, and click :guilabel:`Buy credits`. .. note:: - Odoo Enterprise users with a valid subscription get free credits to test IAP features before purchasing more credits for the database. This includes demo/training databases, educational databases, and one-app-free databases. - XML files don't require OCR credits because they contain structured data that can be processed directly, without OCR. .. seealso:: - `Odoo In-App Purchase Privacy Policy `_ - :doc:`/applications/essentials/in_app_purchase`