[IMP] accounting: vendor bill digitization & update PO matching

content/applications/finance/accounting/taxes.rst

@@ -34,8 +34,8 @@ tax, and click on :guilabel:`Save`.
 
 .. _taxes/list_activation:
 
-Activate sales taxes from the list view
-=======================================
+Activate taxes from the list view
+=================================
 
 As part of your :ref:`fiscal localization package <fiscal_localizations/packages>`, most of your
 country's sales taxes are already preconfigured on your database. However, only a few taxes are

content/applications/finance/accounting/vendor_bills.rst

@@ -38,18 +38,17 @@ click :guilabel:`New`.
 Automatically
 -------------
 
-Vendor bills can be automatically created through various methods:
-
-- Emailing to an :ref:`email alias <invoice-digitization/email-alias>` associated with the purchase
-  journal. If the email does not contain a valid file, an automatic response notifies the sender
-  that no document was received.
-- Uploading a PDF: To upload a bill, go to :menuselection:`Accounting --> Vendors --> Bills`, then
-  click :guilabel:`Upload`.
+Vendor bills can be automatically created by sending an email to an :ref:`email alias
+<accounting/bill-digitization/email-alias>` associated with the purchase journal, or by
+:ref:`uploading a PDF <accounting/bill-digitization/manual-upload>`.
 
 .. 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 <vendor_bills/invoice_digitization>` for automatic completion.
+   - Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic
+     completion and :ref:`matched with purchase orders
+     <accounting/bill-digitization/vendor-bills-matching-po>` to replace OCR-detected data with the
+     existing purchase order's details.
    - Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App
      Purchase (IAP) </applications/essentials/in_app_purchase>` credits.
 
@@ -62,6 +61,10 @@ following options:
 - :guilabel:`Ask after 3 validations without edits`
 - :guilabel:`Never`
 
+.. seealso::
+   :ref:`Vendor bills matching with purchase orders
+   <accounting/bill-digitization/vendor-bills-matching-po>`
+
 .. _accounting/vendor_bills/bill-completion:
 
 Bill completion

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

@@ -1,101 +1,215 @@
-================================
-AI-powered document digitization
-================================
+=====================
+Document digitization
+=====================
 
-**Invoice digitization** is the process of converting paper documents into vendor bill and customer
-invoice forms in your accounting.
+Document digitization refers to the process of converting paper or digital documents into records
+in a database. Using :abbr:`OCR (optical character recognition)` and artificial intelligence
+technologies, Odoo reads the content and automatically creates and fills in the record's details.
+This process is mainly used for vendor bills (or refunds).
 
-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.
+.. note::
+   Although less common, this digitization process can also be applied to customer invoices and
+   credit notes. The :ref:`settings <accounting/bill-digitization/configuration>` need to be
+   adjusted accordingly.
 
 .. seealso::
    - `Test Odoo's invoice digitization <https://www.odoo.com/app/invoice-automation>`_
    - `Odoo Tutorials: Vendor Bill Digitization
      <https://www.odoo.com/slides/slide/vendor-bill-digitization-7065>`_
+   - :doc:`/applications/essentials/in_app_purchase`
+
+.. _accounting/bill-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` 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 vendor bill, regardless of the number of lines on it.
+
+.. _accounting/bill-digitization/vendor-bills-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.
+Vendor bills upload
+===================
 
-Invoice upload
-==============
+Vendor bills are :ref:`uploaded manually <accounting/bill-digitization/manual-upload>` or sent to a
+:ref:`designated email alias <accounting/bill-digitization/email-alias>` to be digitized. They can
+also be :ref:`automatically posted <accounting/bill-digitization/auto-post-bills>` for selected
+vendors.
 
-Upload invoices manually
-------------------------
+.. note::
+   Once the bill is uploaded, the document preview appears on the right side of the screen.
+
+.. seealso::
+   :doc:`Vendor bills <../vendor_bills>`
 
-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/bill-digitization/manual-upload:
 
-.. _invoice-digitization/email-alias:
+Manual upload
+-------------
 
-Upload invoices using an email alias
-------------------------------------
+In the Accounting dashboard, drag and drop vendor bills into the desired purchase journal or click
+:guilabel:`Upload` on the purchase journal.
 
-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.
+.. _accounting/bill-digitization/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`.
+Upload via email alias
+----------------------
 
-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.
+Vendor bills can be uploaded via an email alias associated with the relevant journal in two ways:
+
+- scanned from a connected scanner configured to send email to an email alias;
+- sent directly to an email alias.
+
+Each PDF attached to the email is automatically converted into a new draft vendor bill.
 
 .. note::
-   If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically
-   send your scanned invoices to the :guilabel:`Finance` workspace (e.g.,
-   `[email protected]`).
+   - Only PDF and XML formats are processed via an email alias associated with a journal.
+   - JPEG files must be processed via :ref:`email alias in the Documents app
+     <documents/email-aliases>`.
 
-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.
+To add an email alias to a journal, 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`.
+#. Make sure an :doc:`alias domain <../../../websites/website/configuration/domain_names>` has been
+   configured.
+#. The default email alias `vendor-bills@` followed by the alias domain is automatically created
+   and available in the :guilabel:`Advanced Settings` tab of the :guilabel:`Vendor Bills` journal.
+#. To change a default email alias, go to :menuselection:`Accounting --> Configuration -->
+   Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` in the
+   :guilabel:`Advanced Settings` tab.
+#. Configure the connected scanner to send scanned documents to the email alias, if needed.
 
-Invoice digitization
-====================
+.. note::
+   Alternatively, an :ref:`email alias in the Documents app <documents/email-aliases>` can be used
+   to automatically send vendor bills to the :guilabel:`Finance` :ref:`folder
+   <documents/folders>` (e.g., `[email protected]`).
 
-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/bill-digitization/auto-post-bills:
 
-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.
+Auto-post bills
+---------------
 
-Data recognition with AI
-========================
+To set an auto-post bills option for a vendor, go to :menuselection:`Accounting --> Vendors -->
+Vendors`. In the :guilabel:`Accounting` tab of the contact form, select an :guilabel:`Auto-post
+bills` option in the :guilabel:`Automation` section:
 
-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.
+- :guilabel:`Always`
+- :guilabel:`Ask after 3 validations without edits`: When the third uploaded bill is confirmed
+  without any edits, an :guilabel:`Autopost Bills` window appears. The following options can be
+  chosen: :guilabel:`Activate auto-validation`, :guilabel:`Ask me later`, or :guilabel:`Never for
+  this vendor`.
+- :guilabel:`Never`
+
+.. tip::
+   The following conditions must be met for bills to be auto-posted:
+
+   - The :guilabel:`Digitize automatically` option in the :guilabel:`Document Digitization` section
+     must be enabled for vendor bills.
+   - Since automation is triggered after three validated bills without edits, the contact name must
+     already exist in the database, and each uploaded vendor bill must include a bill date.
+
+.. _accounting/bill-digitization/digitization:
+
+Digitization and data recognition with AI
+=========================================
+
+Depending on the :ref:`settings <accounting/bill-digitization/configuration>`, documents are either
+automatically digitized or require manual processing if digitization is set to on-demand only.
+
+To manually digitize an :ref:`uploaded document
+<accounting/bill-digitization/vendor-bills-upload>`, click :guilabel:`Digitize document`.
+
+Once the document has been digitized, a blue banner appears; click :icon:`oi-arrow-right`
+:guilabel:`Refresh` if needed. Review and correct any information uploaded during digitization:
+click on the related field(s) to edit them, or click :guilabel:`Reload AI data` to refresh the data.
+
+Then, click :guilabel:`Confirm` to post the document.
+
+.. tip::
+   Once a document has been digitized, the :guilabel:`Vendor` field remains empty if the vendor
+   doesn't exist in the database. To add it, click the :icon:`fa-caret-down` :guilabel:`(down arrow)`
+   in the :guilabel:`Vendor` field; the vendor name appears highlighted in the document preview on
+   the right. Click it to open a new vendor form with the name pre-filled.
+
+.. note::
+   The following vendor bill fields are recognized by OCR:
+
+   - :guilabel:`Vendor`, :guilabel:`Bill Reference`, :guilabel:`Bill Date`, :guilabel:`Payment
+     Reference` (only in the Belgian +++xxx/xxxx/xxxxx+++ format), :guilabel:`Recipient Bank`,
+     :guilabel:`Due Date`, and the currency (in a :doc:`multi-currency
+     <../get_started/multi_currency>` environment and if the currency is activated).
+   - From the :guilabel:`Invoices Lines` tab: :guilabel:`Product` description/label,
+     :guilabel:`Quantity`, unit :guilabel:`Price`, :guilabel:`Taxes` (if the :ref:`tax is activated
+     <taxes/list_activation>`; this field is not recognized by OCR for the :doc:`Indian
+     localization <../../fiscal_localizations/india>`), :guilabel:`Untaxed Amount`, and
+     :guilabel:`Total`.
+
+.. _accounting/bill-digitization/vendor-bills-matching-po:
+
+Purchase matching
+=================
+
+When a digitized vendor bill is recognized by :abbr:`OCR (optical character recognition)`, Odoo
+searches the database for a matching purchase order. If found, the vendor bill can be manually
+matched with the existing open purchase order lines.
+
+Once a vendor bill has been :ref:`uploaded <accounting/bill-digitization/vendor-bills-upload>` and
+:ref:`digitized <accounting/bill-digitization/digitization>`, click the :guilabel:`Purchase
+matching` smart button to access the :guilabel:`Purchase matching` list view, displaying all
+purchase orders linked to the corresponding vendor. Then, select the relevant lines from the
+purchase order and the draft vendor bill (shown in grey), and click :guilabel:`Match`.
+
+.. tip::
+   In the :guilabel:`Purchase Matching` list view, update the :guilabel:`Quantity` and
+   :guilabel:`Price` in the purchase order lines, if necessary.
+
+If there is no existing purchase order related to the uploaded vendor bill, a new purchase order
+can be directly created from the vendor bill lines. To do so, follow these steps:
+
+#. Once the vendor bill is uploaded, make sure the :guilabel:`Vendor` field is filled in.
+#. Click the :guilabel:`Purchase matching` smart button, select the corresponding draft vendor bill
+   (shown in grey), and click :guilabel:`Add to PO`.
+#. In the :guilabel:`Add to Purchase Order` window, start typing in the :guilabel:`Purchase Order`
+   field and select :guilabel:`Create and edit`.
+#. In the :guilabel:`Create Purchase Order` window, complete all :ref:`required fields
+   <purchase/manage_deals/create-new-rfq>` in the purchase order form and click :guilabel:`Confirm
+   order`.
+#. In the :guilabel:`Purchase Matching` list view, select the relevant lines from the purchase order
+   and the lines from the draft vendor bill (shown in grey), and click :guilabel:`Match`.
+
+.. Note::
+   If any information required for the purchase order fields is missing, click :guilabel:`Save and
+   Close` in the :guilabel:`Create Purchase Order` window. Then, open the Purchase app to fill in
+   the fields and confirm the purchase order.
+
+.. tip::
+   - Electronic vendor bills with embedded XML ensure more accurate and efficient processing.
+   - Alternatively, the :ref:`Auto-complete <accounting/vendor_bills/bill-completion>` feature
+     can transfer information from the purchase order to the vendor bill, without requiring OCR.
+
+.. _accounting/bill-digitization/pricing:
 
 Pricing
 =======
 
-The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to
-work. Digitizing one document consumes one credit.
+The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits.
+Digitizing one document uses 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 <iap/buying_credits>` 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.
+   - Odoo Enterprise users with a valid subscription get free credits to test IAP features before
+     purchasing more credits for the database. This includes demo/training databases, educational
+     databases, and one-app-free databases.
+   - XML files don't require OCR credits because they contain structured data that can be processed
+     directly, without OCR.
 
 .. seealso::
-   - `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
+   - `Odoo In-App Purchase Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
    - :doc:`/applications/essentials/in_app_purchase`