Costpoint Online Help

Intelligent Character Recognition for Accounts Payable Vouchers

Costpoint has integrated Intelligent Character Recognition (ICR) into the accounts payable voucher creation process to minimize manual data entry, reduce errors, and improve the speed and accuracy of adding AP vouchers.

Overview and General Process

When you use the Attach & Scan functionality in Manage Accounts Payable Vouchers, the ICR tool scans the contents of the file, extracts key fields from the file, and displays the extracted values on the Scan Results popup. You have an option to review and manually change or correct scanned information as needed.

You can upload the following file formats:

File Type

Extension

Image

.jpg, .jpeg, .png, .gif, .bmp

Document .pdf
Text .txt
HTML .htm, .html
Note: Your system administrator must first enable ICR for AP voucher creation on the Manage Application/Content Links screen before you can use it. Refer to the Manage Application/Content Links help topics for more information.

To use this functionality:

  1. Click the Attach drop-down list and then click Attach to open the Choose File dialog box. Alternatively, you can click the Attach button directly, which opens both the Choose File dialog box and the Linked Content Files subtask.
  2. In the Choose File dialog box, you can upload a local file from your device or attach a document from an alternate file location in Costpoint. After entering field values, click Attach & Scan to upload and scan an invoice.
    Note: You may still click the Attach button to simply attach a file without scanning. However, this will not trigger ICR and will not populate any field.
  3. The extracted information displays on the Scan Results popup.

    Review the information and apply corrections to the fields in the Extracted Data column as needed.

    You can click View Lines to open the Details popup which displays the invoice line details. However, information on the Details popup is read-only.

  4. Click Apply to populate mapped fields.
  5. Save the voucher.

After you scan an invoice and populate screen fields with the extracted information, you can click the drop-down list of the Attach button and select View Linked Content Files to open the Linked Content Files subtask where you can maintain, view, and delete attachments.

On the Linked Content Files subtask, you can click Scan to reopen the Scan Results popup and review the information extracted from the uploaded document and apply corrections. You can also click View to download a copy of an uploaded invoice.

ICR Populated Fields

When you attach and scan an invoice, Costpoint populates the following fields in Manage Accounts Payable Vouchers.

Field Location in Manage Accounts Payable Vouchers
Vendor ID Header
Vendor Name Header
Terms Header
NumberHeader Info Tab > Invoice group box
DateHeader Info Tab > Invoice group box
AmountHeader Info Tab > Invoice group box
DateHeader Info Tab > Due group box
PODetails Tab > Reference Only group box
NotesNotes/Doc Loc Tab
Note: In this field, Costpoint enters the following information:
  • The original vendor name as scanned
  • The original invoice number as scanned (if it exceeds the Invoice Number field length on the screen and is truncated)
  • The PO number as scanned (if it exceeds the PO Number field length on the screen and is truncated)
  • Total invoice tax amount, for reference only (Costpoint does not support direct processing of sales tax from a scanned invoice)

  • Vendor payment terms (if no matching Costpoint vendor is found during the scan)

DescriptionA/P Voucher Detail Table Window
Cost AmountA/P Voucher Detail Table Window