Verify single item fields

Identified invoices

An identified document has been matched and interpreted against a Learned or Known document definition. If master data is used, the document is matched to an existing sender.

To verify identified invoices:

  1. Start to verify a document. The Verifying dialog and document image are displayed.
  2. If all the fields are Complete, and the field values, sender, and sender number are correct, go to step 6.
    • If field suggestions exist, click in the # column and scroll through the suggestions until you find the correct one.
    • If Interpret could not find the field you want to capture, double-click the field you want to capture on the document image. Verify draws a frame around the value and interprets it.
    • You can also draw a rectangle around the text you want to capture for the field (including vertically oriented text).
    • If the correct field is interpreted, but the value was interpreted incorrectly due to poor image quality, type the correct value in the Value box.
  3. The first incomplete field, if one exists, is automatically selected. Just below the field, the zoom view is displayed.

    Look at the zoom view or on the document image to see if the correct field is selected. Note that you can use the mouse wheel to zoom in on/out from the document image and click the image with the mouse to move it around.

    Ensure that the interpreted value displayed in the Value box is correct.

  4. If the document has appendices, see Verifying documents with appendices.
  5. When the correct value is in the Value box, press Enter to complete the field.
  6. When all the fields are Complete, the OK button appears at the bottom of the Verifying dialog. Click OK to approve the document

Unidentified documents

Unidentified documents have not been matched to a document definition (or existing sender if master data is used). This is because either the document is new to the system, or the program failed to identify it.

If the receiver has been identified, it is listed in the Receiver box. If it is not found there or the box is highlighted in yellow (indicating that the selection is uncertain), verify the name of the receiver and type it in or select the name from the dropdown list. This will determine which senders are automatically available in the sender list (if receiver and sender registries are used).

Before the rest of the fields on the document can be verified, the sender needs to be entered in the Sender box. This can be done in various ways:

After you identify the document, you can verify the single item fields as described under Identified documents, above.

Notes

  • Although you can manually enter values that Interpret failed to find, we recommend that you tell Interpret where to find the field by double-clicking or drawing a rectangle around it on the document image. This method helps Kofax ReadSoft Entrance learn the position of the field on the document, so you do not have to enter the value manually the next time.
  • From Kofax ReadSoft Entrance 5-7, it is possible to have the program automatically use acceptable single item fields as identifiers when the operator selects them in Verify.
  • If you try to approve a field value on a document that does not match the format specification or the validation settings, a warning is displayed, prompting you to either confirm or change the value. You can confirm a value that does not match the format specification and/or validation settings.

Tips

  • If a document from a particular sender consistently has poor image quality, you can apply a background filter for better interpretation results.

When you click a field on a document image, focus moves to the box containing the field value. If you want to change this behavior, deselect Change focus on click on the View menu.

Use the Go to next incomplete field after drawing option in the View menu during Verify so that you do not have to press Enter to move to the next incomplete field. When you use this option and double-click or draw a rectangle on the document image, the captured data is copied to the current field edit box, and the field is automatically validated. If the validation is OK, the field is saved and the cursor moves automatically to the next incomplete field.