Quickly adding purchase invoices with OCR assistance

17 December 2024 | 2241  | # # #

It is possible to quickly record purchase invoices in Sage Active, even if you do not have prior accounting experience.

You can process different types of digital purchase invoices:

  • Digital invoices with only human readable content such as images or PDF files. For these invoices, the information is extracted through OCR (optical character recognition).
  • Digital invoices with human and machine readable information such as XML files or PDF files with embedded XML. For these invoices, the information can be extracted directly. 

 

Post invoice screen
The steps in this article describe how you can add a purchase invoice and choose the Journal, Posting date and Description through the Post invoice screen.
To avoid seeing this screen and use the default values configured in your Sales and purchases settings, you can toggle the Always ask switch to OFF in this screen. You can then turn this setting on again at any time in your Sales and purchases settings.

To record purchase invoices:

  1. Enter the Purchase invoices screen.

    Purchase invoices

  2. Drag one or more digital purchase invoices to the zone on the top of the screen.
  3. Wait for the grid lines for each purchase invoice to appear and display the status Pending.
    The following steps need to be taken for each invoice you wish to record.
  4. Edit the grid line for the chosen document (  ).
  5. Verify or complete the information in the right-hand part of the screen.
    If the information is extracted from a file with machine readable information, an additional tag eInvoice appears above the preview.

    Missing supplier
    If the supplier recognised by OCR is not present in Sage Active, you can add them by using the Create button at the bottom of the Supplier dropdown list. The creation screen for a supplier appears, pre-filled with all information the OCR has recognised.
    After creating the supplier, you can select them from the dropdown list and the Purchase account is completed automatically based on the supplier information.
  6. Update the purchase invoice if you made any changes.
  7. Select Post.
  8. Choose a Journal.
  9. Modify the Posting date and Description if needed.
  10. Post the invoice.

As long as you do not post your purchase invoices, they remain Pending and you can still edit (  ) or delete (  ) them from the grid.

When a purchase invoice is posted, you can view its information (  ) or view its journal entry (  ).

If you want to enter a purchase invoice for which you do not possess a digital copy, you can add a line to the grid using the Create button. This will skip the OCR recognition process and allow you to manually enter your information.

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