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Smart Capture

For the post that still arrives on paper. Upload a supplier invoice, a delivery note or a customer’s own order form, check what it says, and file it against the record it belongs to.

What it’s for

  • Supplier documents — invoices and delivery notes — are attached to the purchase order they belong to.
  • A customer’s order can be turned into a sales order, with what you keyed carried across.

Nothing is filed until a person has checked the figures against the scan beside them. Anything that couldn’t be read with confidence is left blank for you to fill in, never guessed.

Smart Capture with an Upload a document button and tabs for All, Needs keying, Keyed, Attached and Discarded
Smart Capture.

Upload a document

  1. Open Smart Capture and click Upload a document.
  2. Choose a PDF or a photo of the page. It joins the queue under Needs keying.
  3. Open it. Check or enter the supplier or customer, the reference, the lines and the totals, comparing each with the scan.
  4. Attach it to its purchase order, or create a sales order from it.

Your plan includes a number of captured documents each month. See how many you’ve used under Settings → Plan & usage.

The queue

TabMeans
Needs keyingUploaded, waiting for someone to check it
KeyedChecked, not yet filed against a record
AttachedFiled against its order — done
DiscardedNot needed: a duplicate, or the wrong document