Document Capture

Owned by Majvina Lekaj
Aug 26, 2022
4 min read

Handle everything around the accounts payable process without leaving Business Central.

Digital Invoice Workflow for Business Central Users

Document Capture is an end-to-end solution to import, register, approve and archive complete purchase invoices and credit memos directly into Business Central. Other document types can be handled in a similar, easy manner - all of this happens with minimal user involvement. This saves you both the time and hassle of having to register incoming documents manually - no more typing is needed.

Reduce or Eliminate Manual Data Entry and Typing 

Working in finance, you’re probably familiar with the aim to minimize manual data entry and typing when handling purchase invoices, credit memos, and other types of incoming documents. 

A document is either a scanned paper document, a PDF file, or an XML file that’s imported into Document Capture. Incoming PDF files are automatically downloaded from predefined e-mail addresses. Built-in OCR technology automatically transfers relevant information from the document to the corresponding fields in Business Central, making it fast and efficient for you to register and work with incoming documents. 

The solution supports a wide range of document formats, PDF files, and electronic documents with out-of-the-box support for major XML-based invoicing formats.  

In short, you get a complete solution to communicate effectively with your vendors worldwide.

 

Advanced Capture  

Capturing data happens when lines are recognized on an invoice or credit memo and transferred to purchase lines. The information you need to capture depends on the specific type of document. You handle all your documents in the same place regardless of the document type. 

If you need to import complex documents or have a high volume of documents from multiple different vendors, such as a purchase invoice, a sales order, a contract, an item certificate, a shipping note, a customer statement, etc., you will have an automated workflow for handling these.

 

Order Matching  

When you’re working with purchase orders and returns, you’ll benefit from having a system that can match documents automatically. The order match functionality in Document Capture matches incoming business documents such as purchase invoices and credit memos with other related documents, such as purchase orders, return orders or shipments.   

All your documents are compared to ensure that there’s consistency between them, meaning that if the documents match (for example, in terms of price or number of items), they can be processed and approved automatically.  

 

Document Approval 

If you want to approve your purchase invoices and credit memos before posting them and paying your vendors, Document Capture enables you to approve documents from Business Central or the Continia Web Approval Portal. This access means that everyone in the organization can access the approval workflow anytime.

At the same time, you have direct access to the digital archive, meaning you always have the correct information and insights when needed.  

 

Your Own Electronic Inbox - Built Inside Business Central  

Through the Continia Delivery Network service, Document Capture connects your company to the Peppol eDelivery Network, enabling you to receive electronic purchase invoices and other e-documents in the correct format.

This means you can communicate with any customer or partner connected to the Peppol eDelivery Network, convert documents to Peppol’s format, and receive documents to and from all your trading partners.

You sign up to the Continia Delivery Network directly from Business Central - no third-party service providers need to connect you to the Peppol eDelivery Network.



Feature Overview

Essential

Handle purchase invoices and credit memos as PDF-files or electronic documents and recognize header fields using OCR technology.

Mandatory

  • Automated setup and configuration

  • Automated notification (Assigned To Me)

  • Dedicated e-mail addresses

  • Award-winning OCR recognition

  • Continia Delivery Network

  • Handles all XML formats

  • Purchase invoices and credit memos

  • Manual split and merge

  • Configurable templates and fields

  • Batch processing and registration

  • Full document archive

  • Drag-and-drop

  • Export documents (for auditing purposes)

  • Fraud check

Advanced Capture

Do you have complex documents, several companies, need to capture lines, or need to process other types of documents too? 

Additional functionality

  • Line recognition

  • Automatic line calculation

  • Process unlimited document types

  • Automated split and merge

  • Company identification

Order Matching

Match purchase invoices to existing orders, posted receipts, return orders, and posted return shipments. 

Additional functionality

  • Automated matching

  • Matching on totals

  • Matching line-by-line

  • Matching overview

  • Add and split order line

  • Variance handling

  • Serial number match

  • Multi-document match

Document Approval

Add a wide range of functionalities necessary to handle an end-to-end approval workflow.                                                                                             

Additional functionality

  • Continia Web Approval Portal

  • Automated approval

  • Approval flows

  • Approval sharing

  • Four-eyes approval

  • Forcing approval

  • Documents on hold

  • Out of office

  • Forwarding documents

  • Amount and dimension validation

  • Account and dimension permissions

  • Full audit trails

  • Purchase allocations / pre-posting

  • Support for Intercompany purchase document fields