Processing Purchase Invoices across Expense Management and Document Capture

  • 27/01/2025
  • 3 minutes to read

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), and Expense Management handles payment processing and refunds.

The integration of DC and EM ensures that after Document Capture processes a purchase, Expense Management will only manage the payment and refund. This avoids a duplicate purchase transaction being generated. 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:

  1. In Expense Management, go to the Expenses page. 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. It then synchronizes the document with Business Central.
  2. If you want to process the document with Document Capture, you must first send the invoice to Document Capture; On the action bar select Home > Process with Document Capture. After OCR processing, the document will be ready to be imported in the same way as any other DC document: in the Documents for Import queue. For more information on registering documents in Document Capture, see Registering Documents.
  3. Continue the approval process for the expense in Expense Management, then post the expense. In Document Capture, on the Posted Purchase Invoice page, use the Find Entries feature to confirm that the invoice was processed only once and handled jointly as both a Document Capture invoice and an expense in Expense Management. Alternatively, you can go to the Posted Expenses page in Expense Management.

The user will be reimbursed after the Document Capture document and its associated invoice are posted.