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).
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Although less common, this digitization process can also be applied to customer invoices and credit notes. The settings need to be adjusted accordingly.
Konfigurasi¶
Go to and navigate to the Digitization section. Enable the Document Digitization option and choose whether Vendor Bills should be processed automatically or on demand.
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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. They can also be automatically posted for selected vendors.
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Once the bill is uploaded, the document preview appears on the right side of the screen.
Lihat juga
Manual upload¶
In the Accounting dashboard, drag and drop vendor bills into the desired purchase journal or click Upload on the purchase 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.
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Only PDF and XML formats are processed via an email alias associated with a journal.
JPEG files must be processed via email alias in the Documents app.
To add an email alias to a journal, follow these steps:
Make sure an alias domain has been configured.
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.To change a default email alias, go to , select the corresponding journal, and edit the Email Alias in the Advanced Settings tab.
Configure the connected scanner to send scanned documents to the email alias, if needed.
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Alternatively, an email alias in the Documents app can be used
to automatically send vendor bills to the Finance folder (e.g., inbox-financial@example.odoo.com).
Automatic vendor bill posting¶
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To use the Auto-post bills option, the Digitize automatically setting in the Document Digitization section must be enabled for vendor bills.
To automatically post digitized vendor bills for specific vendors, go to and click the desired vendor. In the Accounting tab of the contact form, select an Auto-post bills option in the Automation section:
Always
Ask after 3 validations without edits: When the third uploaded bill is confirmed without any edits, an Autopost Bills window appears. The following options can be chosen: Activate auto-validation, Ask me later, or Never for this vendor.
Never
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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.
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. 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.
Tip
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.
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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.
Purchase order matching¶
When a digitized vendor bill is recognized by OCR, Odoo searches the database for a matching purchase order. If found, the vendor bill can be manually matched with the existing open purchase order lines.
Once a vendor bill has been uploaded and digitized, click the Purchase matching smart button to access the Purchase matching list view, displaying all purchase order lines linked to the vendor assigned to the vendor bill. Then, select the relevant purchase order lines and the draft vendor bill (shown in grey), and click Match.
Tip
In the Purchase Matching list view, update the Quantity and Price in the purchase order lines, if necessary.
If there is no existing purchase order related to the vendor of the uploaded vendor bill, a new purchase order can be directly created from the vendor bill lines. To do so, follow these steps:
Once the vendor bill is uploaded, make sure the Vendor field is filled in with the correct vendor.
Click the Purchase matching smart button, select the draft vendor bill in the list (shown in grey), and click Add to PO.
In the Add to Purchase Order window, start typing in the Purchase Order field and select Create and edit.
In the Create Purchase Order window, select the vendor assigned to the vendor bill, then complete all required fields and click Confirm.
In the Purchase Matching list view, select the relevant purchase order lines and the draft vendor bill (shown in grey), and click Match.
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If any information required for the purchase order fields is missing, click Save and Close in the Create Purchase Order window. Then, open the Purchase app to fill in the fields and confirm the purchase order.
Tip
Electronic vendor bills with embedded XML ensure more accurate and efficient processing.
Alternatively, the Auto-complete feature can transfer information from the purchase order to the vendor bill, without requiring OCR.
Harga¶
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 , navigate to the Digitization section, and click Buy credits.
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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.