From 607e639d1c047f174d42d4bbc09ec5dff0c866fd Mon Sep 17 00:00:00 2001 From: afma-odoo Date: Mon, 23 Jun 2025 17:10:21 +0200 Subject: [PATCH] [IMP] accounting: vendor bill digitization & update PO matching task-4865418 task-4844221 --- .../finance/accounting/vendor_bills.rst | 13 +- .../vendor_bills/invoice_digitization.rst | 161 ++++++++++++------ 2 files changed, 117 insertions(+), 57 deletions(-) diff --git a/content/applications/finance/accounting/vendor_bills.rst b/content/applications/finance/accounting/vendor_bills.rst index 3f54449280..dea641e4c7 100644 --- a/content/applications/finance/accounting/vendor_bills.rst +++ b/content/applications/finance/accounting/vendor_bills.rst @@ -38,16 +38,23 @@ Automatically ------------- Vendor bills can be automatically created by **sending an email** to an :ref:`email alias -` associated with the purchase journal, or by **uploading a PDF** -in :menuselection:`Accounting --> Vendors --> Bills` and then clicking :guilabel:`Upload`. +` associated with the purchase journal, or by +:ref:`uploading a PDF `. .. note:: - Once the bill is uploaded, the PDF document appears on the right side of the screen, making it easy to fill in the bill information. - - Bills can be :doc:`digitized ` for automatic completion. + - Bills can be :doc:`digitized ` for automatic + completion and :ref:`matched with purchase orders + ` to replace OCR-detected data with + purchase order details. - Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App Purchase (IAP) ` credit or tokens. +.. seealso:: + :ref:`Vendor bills matching with purchase orders + ` + .. _accounting/vendor_bills/bill-completion: Bill completion diff --git a/content/applications/finance/accounting/vendor_bills/invoice_digitization.rst b/content/applications/finance/accounting/vendor_bills/invoice_digitization.rst index 6bd2706212..b63e3fda91 100644 --- a/content/applications/finance/accounting/vendor_bills/invoice_digitization.rst +++ b/content/applications/finance/accounting/vendor_bills/invoice_digitization.rst @@ -2,84 +2,137 @@ AI-powered document digitization ================================ -**Invoice digitization** is the process of converting paper documents into vendor bill and customer -invoice forms in your accounting. +**Digitization** converts paper documents into vendor bills and customer invoices. -Odoo uses :abbr:`OCR (optical character recognition)` and artificial intelligence technologies to -recognize the content of the documents. Vendor bill and customer invoice forms are automatically -created and populated based on the scanned invoices. +Odoo recognizes the content of documents using :abbr:`OCR (optical character recognition)` and +artificial intelligence technologies. Based on the scanned documents, vendor bills and customer +invoices are automatically created and populated. .. seealso:: - `Test Odoo's invoice digitization `_ - `Odoo Tutorials: Vendor Bill Digitization `_ + - :doc:`/applications/essentials/in_app_purchase` + +.. _accounting/invoice-digitization/configuration: Configuration ============= -In :menuselection:`Accounting --> Configuration --> Settings --> Digitization`, check the box -:guilabel:`Document Digitization` and choose whether :guilabel:`Vendor Bills` and -:guilabel:`Customer Invoices` (this includes customer credit notes) should be processed -automatically or on demand. +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` and :guilabel:`Customer Invoices` 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 bill/invoice, regardless of the number of lines on it. + +.. _accounting/invoice-digitization/vendor-bills-invoices-upload: + +Vendor bills and invoices upload +================================ + +Vendor bills and invoices are :ref:`uploaded manually +` or sent to a :ref:`designated email alias +` to be digitized. + +.. seealso:: + :doc:`Vendor bills <../vendor_bills>` + +.. _accounting/invoice-digitization/manual-upload: -If you enable the :guilabel:`Single Invoice Line Per Tax` option, only one line is created per tax -in the new bill, regardless of the number of lines on the invoice. +Uploading manually +------------------ -Invoice upload -============== +From the :guilabel:`Accounting Dashboard`, click :guilabel:`Upload` on the :guilabel:`Vendor +Bills` journal. -Upload invoices manually ------------------------- +Alternatively, go to :menuselection:`Accounting --> Vendors --> Bills` or :menuselection:`Accounting +--> Customers --> Invoices` and click :guilabel:`Upload`. -From the :guilabel:`Accounting Dashboard`, click on the :guilabel:`Upload` button of your vendor -bills journal. -Alternatively, go to :menuselection:`Accounting --> Customers --> Invoices` or -:menuselection:`Accounting --> Vendors --> Bills` and select :guilabel:`Upload`. +.. _accounting/invoice-digitization/email-alias: -.. _invoice-digitization/email-alias: +Uploading using an email alias +------------------------------ -Upload invoices using an email alias ------------------------------------- +Vendor bills (or customer invoices) can be uploaded with an email alias in two ways: -You can configure your connected scanner to send scanned documents to an email alias. Emails sent to -these aliases are converted into new draft customer invoices or vendor bills. +- scanned from a connected scanner configured to send email to an email alias; +- sent directly to an email alias. -You can modify the email alias of a journal. To do so, go to the :guilabel:`Settings` app. Under -:guilabel:`General Settings: Discuss`, enable :guilabel:`Custom Email Servers`, add an -:guilabel:`Alias Domain`, and :guilabel:`Save`. +Each PDF attached to the email is automatically converted into a new draft vendor bill (or customer +invoices). -The email alias is now available in the :guilabel:`Advanced Settings` tab of the journal. Emails -sent to this address will be converted automatically into new invoices or bills. +.. note:: + - Only PDF and XML formats are processed via 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: + +#. Open the Settings app, navigate to the :guilabel:`Discuss` section, enable :guilabel:`Custom + Email Servers`, and :guilabel:`Save`. +#. :ref:`Add an Alias Domain `. +#. The default email aliases `vendor-bills@` and `customer-invoices@` followed by the + :guilabel:`Alias Domain` set, are automatically created and available in the :guilabel:`Advanced + Settings` tab of the :guilabel:`Vendor Bills` and :guilabel:`Customer Invoices` journals, + respectively. +#. To change a default email alias, go to :menuselection:`Accounting --> Configuration --> + Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` on the + :guilabel:`Advanced Settings` tab. +#. Configure the connected scanner to send scanned documents to the email alias, if needed. .. note:: - If you use the :doc:`Documents ` app, you can automatically - send your scanned invoices to the :guilabel:`Finance` workspace (e.g., + Alternatively, an :ref:`email alias in the Documents app ` can be used to + automatically send scanned bills/invoices to the :guilabel:`Finance` workspace (e.g., `inbox-financial@example.odoo.com`). -The default email aliases `vendor-bills@` and `customer-invoices@` followed by the -:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and -:guilabel:`Customer Invoices` journals, respectively. Emails sent to these addresses are converted -automatically into new invoices or bills. +.. _accounting/invoice-digitization/digitization: + +Digitization and data recognition with AI +========================================= + +Depending on the :ref:`settings `, the document is +either digitized automatically or requires manual processing. + +To manually digitize an :ref:`uploaded vendor bill +`, follow these steps: -To change a default email alias, go to -:menuselection:`Accounting --> Configuration --> Accounting: Journals`. Select the journal you want -to edit, click on the :guilabel:`Advanced Settings` tab, and edit the `Email Alias`. +#. In the uploaded vendor bill, click :guilabel:`Digitize document`. +#. A blue :guilabel:`All fields will be automated by Artificial Intelligence, it might take 5 + seconds` banner appears; click :icon:`oi-arrow-right` :guilabel:`Refresh` if needed. +#. If necessary, review and correct the information uploaded during digitization. Click on the + related field(s) to edit and make updates, or click :guilabel:`Reload AI data` to refresh the + data. +#. Click :guilabel:`Confirm` to post the document. -Invoice digitization -==================== +This process helps the AI learn and improves data recognition for future digitizations. -According to your settings, the document is either processed automatically, or you need to click on -:guilabel:`Send for digitization` to do it manually. +.. _accounting/invoice-digitization/vendor-bills-matching-po: + +Vendor bills matching with purchase orders +------------------------------------------ + +When a purchase order is detected on a vendor bill through OCR, Odoo searches the database for a +matching purchase order number. If found, it pulls in as much information as possible from the +purchase order and replaces the OCR-detected data on the vendor bill. + +For example, the vendor :guilabel:`Bill Reference` number is overwritten by the :guilabel:`Vendor +Reference` from the purchase order. + +.. note:: + - All changes are logged in the chatter. + - A smart button linking to the related purchase order is available on the vendor bill. -Once the data is extracted from the PDF, you can correct it if necessary by clicking on the -respective tags (available in :guilabel:`Edit` mode) and selecting the proper information instead. +To correct any mismatches, either edit the incorrect section of the purchase order or leave it +blank. -Data recognition with AI -======================== +.. tip:: + - Use electronic invoices with embedded XML to ensure more accurate and efficient processing. + - Alternatively, the :ref:`Auto-complete ` feature + transfers information from the purchase order to the vendor bill without OCR required. -It is essential to review and correct (if needed) the information uploaded during digitization. -Then, you have to post the document by clicking on :guilabel:`Confirm`. In this manner, the AI -learns, and the system identifies the correct data for future digitizations. +.. _accounting/invoice-digitization/pricing: Pricing ======= @@ -87,14 +140,14 @@ Pricing The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to work. Digitizing one document consumes one credit. -To buy credits, go to :menuselection:`Accounting --> Configuration --> Settings --> Digitization` -and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo IAP` and click on -:guilabel:`View My Services`. +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:: Enterprise Odoo users with a valid subscription get free credits to test IAP features before - deciding to purchase more credits for the database. This includes demo/training databases, - educational databases, and one-app-free databases. + purchasing more credits for the database. This includes demo/training databases, educational + databases, and one-app-free databases. .. seealso:: - `Our Privacy Policy `_