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[IMP] accounting: vendor bill digitization & update PO matching
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‎content/applications/finance/accounting/taxes.rst

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.. _taxes/list_activation:
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Activate sales taxes from the list view
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=======================================
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Activate taxes from the list view
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=================================
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As part of your :ref:`fiscal localization package <fiscal_localizations/packages>`, most of your
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country's sales taxes are already preconfigured on your database. However, only a few taxes are

‎content/applications/finance/accounting/vendor_bills.rst

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Automatically
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-------------
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Vendor bills can be automatically created through various methods:
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- Emailing to an :ref:`email alias <invoice-digitization/email-alias>` associated with the purchase
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journal. If the email does not contain a valid file, an automatic response notifies the sender
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that no document was received.
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- Uploading a PDF: To upload a bill, go to :menuselection:`Accounting --> Vendors --> Bills`, then
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click :guilabel:`Upload`.
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Vendor bills can be automatically created by sending an email to an :ref:`email alias
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<accounting/bill-digitization/email-alias>` associated with the purchase journal, or by
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:ref:`uploading a PDF <accounting/bill-digitization/manual-upload>`.
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.. note::
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- Once the bill is uploaded, the PDF document appears on the right side of the screen, making it
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easy to fill in the bill information.
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- Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic completion.
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- Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic
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completion and :ref:`matched with purchase orders
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<accounting/bill-digitization/vendor-bills-matching-po>` to replace OCR-detected data with the
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existing purchase order's details.
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- Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App
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Purchase (IAP) </applications/essentials/in_app_purchase>` credits.
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- :guilabel:`Ask after 3 validations without edits`
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- :guilabel:`Never`
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.. seealso::
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:ref:`Vendor bills matching with purchase orders
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<accounting/bill-digitization/vendor-bills-matching-po>`
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.. _accounting/vendor_bills/bill-completion:
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Bill completion

‎content/applications/finance/accounting/vendor_bills/invoice_digitization.rst

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================================
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AI-powered document digitization
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================================
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=====================
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Document digitization
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=====================
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**Invoice digitization** is the process of converting paper documents into vendor bill and customer
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invoice forms in your accounting.
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Document digitization refers to the process of converting paper or digital documents into records
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in a database. Using :abbr:`OCR (optical character recognition)` and artificial intelligence
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technologies, Odoo reads the content and automatically creates and fills in the record's details.
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This process is mainly used for vendor bills (or refunds).
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Odoo uses :abbr:`OCR (optical character recognition)` and artificial intelligence technologies to
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recognize the content of the documents. Vendor bill and customer invoice forms are automatically
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created and populated based on the scanned invoices.
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.. note::
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Although less common, this digitization process can also be applied to customer invoices and
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credit notes. The :ref:`settings <accounting/bill-digitization/configuration>` need to be
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adjusted accordingly.
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.. seealso::
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- `Test Odoo's invoice digitization <https://www.odoo.com/app/invoice-automation>`_
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- `Odoo Tutorials: Vendor Bill Digitization
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<https://www.odoo.com/slides/slide/vendor-bill-digitization-7065>`_
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- :doc:`/applications/essentials/in_app_purchase`
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.. _accounting/bill-digitization/configuration:
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Configuration
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=============
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In :menuselection:`Accounting --> Configuration --> Settings --> Digitization`, check the box
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:guilabel:`Document Digitization` and choose whether :guilabel:`Vendor Bills` and
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:guilabel:`Customer Invoices` (this includes customer credit notes) should be processed
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automatically or on demand.
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Go to :menuselection:`Accounting --> Configuration --> Settings` and navigate to the
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:guilabel:`Digitization` section. Enable the :guilabel:`Document Digitization` option and choose
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whether :guilabel:`Vendor Bills` should be processed automatically or on demand.
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.. note::
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If the :guilabel:`Single Invoice Line Per Tax` option is enabled, only one line is created per
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tax in the new vendor bill, regardless of the number of lines on it.
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.. _accounting/bill-digitization/vendor-bills-upload:
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If you enable the :guilabel:`Single Invoice Line Per Tax` option, only one line is created per tax
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in the new bill, regardless of the number of lines on the invoice.
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Vendor bills upload
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===================
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Invoice upload
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==============
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Vendor bills are :ref:`uploaded manually <accounting/bill-digitization/manual-upload>` or sent to a
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:ref:`designated email alias <accounting/bill-digitization/email-alias>` to be digitized. They can
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also be :ref:`automatically posted <accounting/bill-digitization/auto-post-bills>` for selected
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vendors.
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Upload invoices manually
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------------------------
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.. note::
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Once the bill is uploaded, the document preview appears on the right side of the screen.
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.. seealso::
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:doc:`Vendor bills <../vendor_bills>`
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From the :guilabel:`Accounting Dashboard`, click on the :guilabel:`Upload` button of your vendor
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bills journal.
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Alternatively, go to :menuselection:`Accounting --> Customers --> Invoices` or
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:menuselection:`Accounting --> Vendors --> Bills` and select :guilabel:`Upload`.
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.. _accounting/bill-digitization/manual-upload:
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.. _invoice-digitization/email-alias:
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Manual upload
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-------------
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Upload invoices using an email alias
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------------------------------------
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In the Accounting dashboard, drag and drop vendor bills into the desired purchase journal or click
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:guilabel:`Upload` on the purchase journal.
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You can configure your connected scanner to send scanned documents to an email alias. Emails sent to
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these aliases are converted into new draft customer invoices or vendor bills.
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.. _accounting/bill-digitization/email-alias:
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You can modify the email alias of a journal. To do so, go to the :guilabel:`Settings` app. Under
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:guilabel:`General Settings: Discuss`, enable :guilabel:`Custom Email Servers`, add an
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:guilabel:`Alias Domain`, and :guilabel:`Save`.
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Upload via email alias
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----------------------
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The email alias is now available in the :guilabel:`Advanced Settings` tab of the journal. Emails
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sent to this address will be converted automatically into new invoices or bills.
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Vendor bills can be uploaded via an email alias associated with the relevant journal in two ways:
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- scanned from a connected scanner configured to send email to an email alias;
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- sent directly to an email alias.
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Each PDF attached to the email is automatically converted into a new draft vendor bill.
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.. note::
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If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically
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send your scanned invoices to the :guilabel:`Finance` workspace (e.g.,
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`[email protected]`).
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- Only PDF and XML formats are processed via an email alias associated with a journal.
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- JPEG files must be processed via :ref:`email alias in the Documents app
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<documents/email-aliases>`.
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The default email aliases `vendor-bills@` and `customer-invoices@` followed by the
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:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and
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:guilabel:`Customer Invoices` journals, respectively. Emails sent to these addresses are converted
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automatically into new invoices or bills.
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To add an email alias to a journal, follow these steps:
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To change a default email alias, go to
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:menuselection:`Accounting --> Configuration --> Accounting: Journals`. Select the journal you want
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to edit, click on the :guilabel:`Advanced Settings` tab, and edit the `Email Alias`.
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#. Make sure an :doc:`alias domain <../../../websites/website/configuration/domain_names>` has been
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configured.
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#. The default email alias `vendor-bills@` followed by the alias domain is automatically created
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and available in the :guilabel:`Advanced Settings` tab of the :guilabel:`Vendor Bills` journal.
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#. To change a default email alias, go to :menuselection:`Accounting --> Configuration -->
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Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` in the
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:guilabel:`Advanced Settings` tab.
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#. Configure the connected scanner to send scanned documents to the email alias, if needed.
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Invoice digitization
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====================
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.. note::
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Alternatively, an :ref:`email alias in the Documents app <documents/email-aliases>` can be used
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to automatically send vendor bills to the :guilabel:`Finance` :ref:`folder
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<documents/folders>` (e.g., `[email protected]`).
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According to your settings, the document is either processed automatically, or you need to click on
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:guilabel:`Send for digitization` to do it manually.
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.. _accounting/bill-digitization/auto-post-bills:
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Once the data is extracted from the PDF, you can correct it if necessary by clicking on the
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respective tags (available in :guilabel:`Edit` mode) and selecting the proper information instead.
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Auto-post bills
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---------------
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Data recognition with AI
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========================
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To set an auto-post bills option for a vendor, go to :menuselection:`Accounting --> Vendors -->
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Vendors`. In the :guilabel:`Accounting` tab of the contact form, select an :guilabel:`Auto-post
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bills` option in the :guilabel:`Automation` section:
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It is essential to review and correct (if needed) the information uploaded during digitization.
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Then, you have to post the document by clicking on :guilabel:`Confirm`. In this manner, the AI
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learns, and the system identifies the correct data for future digitizations.
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- :guilabel:`Always`
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- :guilabel:`Ask after 3 validations without edits`: When the third uploaded bill is confirmed
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without any edits, an :guilabel:`Autopost Bills` window appears. The following options can be
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chosen: :guilabel:`Activate auto-validation`, :guilabel:`Ask me later`, or :guilabel:`Never for
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this vendor`.
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- :guilabel:`Never`
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.. tip::
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The following conditions must be met for bills to be auto-posted:
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- The :guilabel:`Digitize automatically` option in the :guilabel:`Document Digitization` section
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must be enabled for vendor bills.
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- Since automation is triggered after three validated bills without edits, the contact name must
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already exist in the database, and each uploaded vendor bill must include a bill date.
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.. _accounting/bill-digitization/digitization:
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Digitization and data recognition with AI
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=========================================
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Depending on the :ref:`settings <accounting/bill-digitization/configuration>`, documents are either
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automatically digitized or require manual processing if digitization is set to on-demand only.
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To manually digitize an :ref:`uploaded document
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<accounting/bill-digitization/vendor-bills-upload>`, click :guilabel:`Digitize document`.
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Once the document has been digitized, a blue banner appears; click :icon:`oi-arrow-right`
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:guilabel:`Refresh` if needed. Review and correct any information uploaded during digitization:
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click on the related field(s) to edit them, or click :guilabel:`Reload AI data` to refresh the data.
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Then, click :guilabel:`Confirm` to post the document.
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.. tip::
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Once a document has been digitized, the :guilabel:`Vendor` field remains empty if the vendor
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doesn't exist in the database. To add it, click the :icon:`fa-caret-down` :guilabel:`(down arrow)`
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in the :guilabel:`Vendor` field; the vendor name appears highlighted in the document preview on
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the right. Click it to open a new vendor form with the name pre-filled.
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.. note::
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The following vendor bill fields are recognized by OCR:
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- :guilabel:`Vendor`, :guilabel:`Bill Reference`, :guilabel:`Bill Date`, :guilabel:`Payment
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Reference` (only in the Belgian +++xxx/xxxx/xxxxx+++ format), :guilabel:`Recipient Bank`,
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:guilabel:`Due Date`, and the currency (in a :doc:`multi-currency
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<../get_started/multi_currency>` environment and if the currency is activated).
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- From the :guilabel:`Invoices Lines` tab: :guilabel:`Product` description/label,
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:guilabel:`Quantity`, unit :guilabel:`Price`, :guilabel:`Taxes` (if the :ref:`tax is activated
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<taxes/list_activation>`; this field is not recognized by OCR for the :doc:`Indian
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localization <../../fiscal_localizations/india>`), :guilabel:`Untaxed Amount`, and
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:guilabel:`Total`.
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.. _accounting/bill-digitization/vendor-bills-matching-po:
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Purchase matching
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=================
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When a digitized vendor bill is recognized by :abbr:`OCR (optical character recognition)`, Odoo
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searches the database for a matching purchase order. If found, the vendor bill can be manually
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matched with the existing open purchase order lines.
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Once a vendor bill has been :ref:`uploaded <accounting/bill-digitization/vendor-bills-upload>` and
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:ref:`digitized <accounting/bill-digitization/digitization>`, click the :guilabel:`Purchase
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matching` smart button to access the :guilabel:`Purchase matching` list view, displaying all
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purchase orders linked to the corresponding vendor. Then, select the relevant lines from the
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purchase order and the draft vendor bill (shown in grey), and click :guilabel:`Match`.
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.. tip::
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In the :guilabel:`Purchase Matching` list view, update the :guilabel:`Quantity` and
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:guilabel:`Price` in the purchase order lines, if necessary.
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If there is no existing purchase order related to the uploaded vendor bill, a new purchase order
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can be directly created from the vendor bill lines. To do so, follow these steps:
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#. Once the vendor bill is uploaded, make sure the :guilabel:`Vendor` field is filled in.
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#. Click the :guilabel:`Purchase matching` smart button, select the corresponding draft vendor bill
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(shown in grey), and click :guilabel:`Add to PO`.
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#. In the :guilabel:`Add to Purchase Order` window, start typing in the :guilabel:`Purchase Order`
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field and select :guilabel:`Create and edit`.
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#. In the :guilabel:`Create Purchase Order` window, complete all :ref:`required fields
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<purchase/manage_deals/create-new-rfq>` in the purchase order form and click :guilabel:`Confirm
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order`.
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#. In the :guilabel:`Purchase Matching` list view, select the relevant lines from the purchase order
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and the lines from the draft vendor bill (shown in grey), and click :guilabel:`Match`.
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.. Note::
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If any information required for the purchase order fields is missing, click :guilabel:`Save and
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Close` in the :guilabel:`Create Purchase Order` window. Then, open the Purchase app to fill in
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the fields and confirm the purchase order.
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.. tip::
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- Electronic vendor bills with embedded XML ensure more accurate and efficient processing.
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- Alternatively, the :ref:`Auto-complete <accounting/vendor_bills/bill-completion>` feature
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can transfer information from the purchase order to the vendor bill, without requiring OCR.
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.. _accounting/bill-digitization/pricing:
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Pricing
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=======
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The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to
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work. Digitizing one document consumes one credit.
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The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits.
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Digitizing one document uses one credit.
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To buy credits, go to :menuselection:`Accounting --> Configuration --> Settings --> Digitization`
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and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo IAP` and click on
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:guilabel:`View My Services`.
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To buy credits, :ref:`go to the Settings app <iap/buying_credits>` or :menuselection:`Accounting -->
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Configuration --> Settings`, navigate to the :guilabel:`Digitization` section, and click
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:guilabel:`Buy credits`.
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.. note::
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Enterprise Odoo users with a valid subscription get free credits to test IAP features before
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deciding to purchase more credits for the database. This includes demo/training databases,
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educational databases, and one-app-free databases.
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- Odoo Enterprise users with a valid subscription get free credits to test IAP features before
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purchasing more credits for the database. This includes demo/training databases, educational
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databases, and one-app-free databases.
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- XML files don't require OCR credits because they contain structured data that can be processed
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directly, without OCR.
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.. seealso::
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- `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
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- `Odoo In-App Purchase Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
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- :doc:`/applications/essentials/in_app_purchase`

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