Document digitization

Document digitization refers to the process of converting paper or digital documents into records in a database. Using OCR 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).

注釈

Although less common, this digitization process can also be applied to customer invoices and credit notes. The settings need to be adjusted accordingly.

参考

設定

Go to Accounting ‣ Configuration ‣ Settings and navigate to the Digitization section. Enable the Document Digitization option and choose whether Vendor Bills should be processed automatically or on demand.

注釈

If the 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.

Vendor bills upload

Vendor bills are uploaded manually or sent to a designated email alias to be digitized. Once the bill is uploaded, the document preview appears on the right side of the screen.

参考

Vendor bills

Manual upload

From the Accounting Dashboard, click Upload on the Vendor Bills journal.

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.

注釈

To add an email alias to a journal, follow these steps:

  1. Make sure an alias domain has been configured.

  2. The default email alias vendor-bills@ followed by the alias domain is automatically created and available in the Advanced Settings tab of the Vendor Bills journal.

  3. To change a default email alias, go to Accounting ‣ Configuration ‣ Journals, select the corresponding journal, and edit the Email Alias in the Advanced Settings tab.

  4. Configure the connected scanner to send scanned documents to the email alias, if needed.

注釈

Alternatively, an email alias in the Documents app can be used to automatically send vendor bills to the Finance workspace (e.g., inbox-financial@example.odoo.com).

Digitization and data recognition with AI

Depending on the settings, documents are either automatically digitized or require manual processing if digitization is set to on-demand only.

To manually digitize an uploaded document, click Digitize document.

Once the document has been digitized, a blue banner appears; click Refresh if needed. Review and correct any information uploaded during digitization: click on the related field(s) to edit them, or click Reload AI data to refresh the data.

Then, click Confirm to post the document.

ちなみに

Once a document has been digitized, the Vendor field remains empty if the vendor doesn't exist in the database. To add it, click the (down arrow) in the 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.

注釈

The following vendor bill fields are recognized by OCR:

  • Vendor, Bill Reference, Bill Date, Payment Reference (only in the Belgian +++xxx/xxxx/xxxxx+++ format), Recipient Bank, Due Date, and the currency (in a multi-currency environment and if the currency is activated).

  • From the Invoices Lines tab: Product description/label, Quantity, unit Price, Taxes (if the tax is activated; this field is not recognized by OCR for the Indian localization), Untaxed Amount, and Total.

Vendor bill matching with purchase orders

When a digitized vendor bill is recognized by OCR, Odoo first searches the database for a matching purchase order and its number. If a match is found, the system copies as much information as possible from the purchase order to the vendor bill. For example, the vendor Bill Reference number is overwritten by the Vendor Reference from the purchase order.

注釈

  • All changes are logged in the chatter.

  • A smart button linking to the related purchase order is available on the vendor bill.

To correct any mismatches, update the incorrect fields on the vendor bill.

ちなみに

  • Electronic vendor bills with embedded XML ensure more accurate and efficient processing.

  • Alternatively, the Auto-complete feature can be used to transfer information from the purchase order to the vendor bill, without requiring OCR.

価格設定

The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits. Digitizing one document uses one credit.

To buy credits, go to the Settings app or Accounting ‣ Configuration ‣ Settings, navigate to the Digitization section, and click Buy credits.

注釈

  • 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.

参考