Processing Purchase Invoices across Expense Management and Document Capture
Customers using both Document Capture (DC) and Expense Management (EM) can now streamline their workflow by processing the same purchase in both solutions. Document Capture offers an easy way to process purchases and utilize Optical Character Recognition (OCR), while Expense Management handles payment processing and refunds.
The integration ensures that once a purchase is processed through Document Capture, Expense Management will only manage the payment and refund, without generating a duplicate purchase transaction. Built-in checks across the applications will alert you when similar purchases are detected, avoiding double postings.
For a quick overview, watch the video below:
To process a purchase invoice in both Document Capture and Expense Management:
- Go to the Expenses page in Expense Management. If an invoice is detected, a comment will appear automatically. The system identifies the document as an invoice based on OCR data extracted by the Expense App and the Expense Portal, which is then synchronized with Business Central.
- If you want to process the document with Document Capture, select Process with Document Capture from the action bar to send the invoice to Document Capture. Once the document is ready, after OCR processing, the document will be ready to be imported, like any other DC document, in the Documents for Import queue. For more information on registering documents in Document Capture, see Registering Documents
- Continue the approval process for the expense in Expense Management and post the expense. Go to the Posted Purchase Invoice page in Document Capture and use the Find Entries feature to confirm that the invoice was processed once and handled jointly as both a Document Capture invoice and an expense in Expense Management. Alternatively, go to the Posted Expenses page in Expense Management.
Once the Document Capture document and its associated invoice are posted, the user will be reimbursed.