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Verify single item fields

Identified invoices

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

To verify identified invoices:

  1. Start to verify an invoice. The Verifying dialog and invoice image are displayed.
  2. If all the fields are Complete, and the field values, supplier, and supplier 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 invoice 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 invoice image to see if the correct field is selected. Note that you can use the mouse wheel to zoom in on/out from the invoice 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 invoice has appendices, see Verifying invoices 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 invoice. 

Unidentified invoices

Unidentified invoices have not been matched to an invoice definition (or existing supplier if master data is used). This is because either the invoice is new to the system, or the program failed to identify it.

If the buyer has been identified, it is listed in the Buyer 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 buyer and type it in or select the name from the dropdown list. This will determine which suppliers are automatically available in the supplier list (if buyer and supplier registries are used).

Before the rest of the fields on the invoice can be verified, the supplier needs to be entered in the Supplier box. This can be done in various ways:

After you identify the invoice, you can verify the single item fields as described under Identified invoices, 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 invoice image. This method helps Kofax ReadSoft Invoices learn the position of the field on the invoice, so you do not have to enter the value manually the next time.
  • From Kofax ReadSoft Invoices 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 an invoice 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 an invoice from a particular supplier consistently has poor image quality, you can apply a background filter for better interpretation results.

When you click a field on an invoice 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 invoice 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.