Verifying single item fields

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 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.