Verifying invoice data in Datacap Desktop

You can verify the invoice data by running the APT Verify task on Datacap Desktop to make sure that the sample invoice data was accurately captured and recognized by Datacap Accounts Payable. The invoice image is displayed next to the invoice data fields to help you identify and correct data problems before you export the batches.

Procedure

Follow this procedure to verify invoice data in Datacap Desktop. For information on verifying pages, see Verifying pages by using Datacap Desktop .

  1. On the developer workstation from the Start menu, select Datacap Clients > Datacap Desktop.
  2. Log in using the default User, Password, and Station (admin, admin, and 1) credentials.
  3. Select the APT application from the Applications drop-down menu.
  4. Under Task Shortcuts menu, click Verify.
    A list of batches that need to be verified is displayed.

    In a production environment, you can choose to display all invoices to the Verify operator or you can display only those invoices where recognition results are low confidence and data validation rules are violated.
  5. Double-click the batch that you want to verify.

    The Verify window displays information for the first invoice in the batch and the details for the first line item on that invoice. It displays fields, recognized data, snippets, and a number of buttons, with invoice header information displayed on top, and line item detail on the bottom.

    When there are errors or low confidence results, the cursor is placed in the first problem field and the field is outlined in red. In addition, the background color of a data field indicates:
    • Blue: No data validation errors or low confidence recognition results.
    • Yellow: Low confidence recognition results, low confidence characters are displayed in red.
    • Red: Data validation error.

    When a field fails validation with red background, you must correct the data before you can complete the batch. When the recognition results for a field are low confidence with yellow background, you can update the contents of the field. You can also move out of the field to change the background color to blue, or you can ignore the low confidence condition and press Next Problem to go to the next document in the batch.

  6. The following table describes the features of the Verify window for APT application.
    On the To Do this action
    Navigate tab To move to previous or next problem page Click Previous Problem Page or Next Problem Page.
    Navigate tab To move to previous or next page Click Previous Page or Next Page.
    Navigate tab Move to next low confidence character Click Next LC Field Page.
    Navigate tab To validate a batch Click Validate.
    Navigate tab Complete the batch after verification Click Submit.
    Navigate tab To put a batch on hold Click Hold Batch.
    Edit tab To clear all the scanned entries displayed in the view Click Clear All Fields.
    Edit tab To customize the menu options Click Shortcut Keys... to select the task options that you want to view on the menu bar.
    Edit tab To automatically login to Datacap Desktop. Click Automatic Login
    View tab To view scanned image of the invoice. Click Image
    View tab To view a list of the images that are included in a batch Click Batch
    View tab To view previous or next image Click Prev Image in Doc or Next Image in Doc
    View tab To view the tool bar menu Click Toolbar to view additional menu options such as Progress, Snippets, Image Display, and Exceptions.
    View tab To start the verification for a batch Click StartBatch Panel
    Snippet tab Move the data in the fields vertically

    Click Move Up or Move Down to move vertically.

    Click Move Left or Move Right to move horizontally.
    Snippet tab Enlarge or reduce the size of the data in the fields Click Zoom In or Zoom Out
    Snippet tab Restore the data in the fields to the original position Click Restore
    Image tab Identify the fields in the image view Open Image view and click Draw Fields.
    Image tab Zoom a section of the scanned invoice in the image view Open Image view and click Zoom Quarter.
    Image tab Fit the display of the image to the width or the height of the Image View frame Click Fit to Width or Fit to Height
    Image tab View full image of the scanned invoice Open Image view and click Full Image View.
    Image tab Magnify the highlighted area in the image view Show Lens
    Image tab Highlight the words or lines from the Fingerprint CCO file in the Image View frame Click CCO Words or CCO Lines
    Image tab Rotate the image Click Rotate 90, Rotate 180, or Rotate 270
    Find Details tab Display the details for the selected invoice field Click Find Details
    Calculate Blank tab Calculate missing numeric values by using existing values and automatically fill blank numeric fields Click Calculate Blank
    POLR tab Open the Purchase Order Line Reconciliation window to match or review matched line items

    Click POLR.

    The Purchase Order Line Reconciliation window displays the matched line items as well as those line items that did not match.
    Verify window Move to the next data field Press Tab
    Verify window Fill empty field with data by using Click N Key Click in an empty data entry field, then do one of the following actions:
    • Point at the field value on the document image and click it.
    • Click and drag the mouse to draw a box around the existing field data on the image.
    • Press and hold Alt, click, and drag the mouse to draw a box that encompasses more blank space to leave room for extra characters.
    • Press and hold Shift, click a field that was already defined, and drag the mouse to extend the field.
    Verify window Look up and select vendor (either when blank or when incorrect vendor is displayed) Click the Vendor field title to display the Looking up data for vendor dialog. Search for and enter the vendor data.
    Verify window Identify type of invoice Select from the Invoice Type drop-down menu list
    Verify window Create new fingerprint for this invoice Click Add New Fingerprint and select Yes
    Verify window Mark the document for deletion, rescan, or review In the Routing Instructions drop-down menu, select Delete, Rescan, or Review.
    Verify window Change the language Select from the Language drop-down menu
    Verify window Add a line before or after the current displayed line on the invoice, or to delete the displayed line from the invoice Click Insert, Append, or Delete icons.
    Verify window View previous or next set of items Click Previous Set or Next Set as required. Enter a page number inJump to Set to move directly to the particular page.Defining number of line items displayed for verification
    View > Toolbar > Progress Invoke validation rules for entire invoice, toggle the batch view frame, and other operations Use the following menu options:
    • Next Edit
    • Submit
    • Previous Page
    • Next Problem
    • Prev Image
    • Next Image
    • Document Images
    • Batch Structure
    • Hide Toolbar
    • Run Validations
  7. Click POLR to match invoice line items with corresponding purchase order line items and resolve any items that did not match.
  8. Review and click Run Validations on each sample document. When the data is validated, a Task Profile succeeded message is displayed.
  9. Click OK to go to the next document in the batch. When you finish processing the last invoice in the batch, a message box indicates that no additional problems were found.
  10. Click Submit to finish the batch. A message box is displayed indicating the task is done.
  11. Complete the remaining batches.