The Zetadocs Preview Screen enables you to check the information extracted from the vendor document is correct and to make any changes that may be required.
The Preview screen provides a two-pane view:
- Summary view that displays the data that has been extracted
- Document view that displays the original vendor document
On-screen menu options
Match to Order Lines |
Select to go to the Zetadocs Order Matching screen |
OK |
Select to create new invoice document in Business Central |
Cancel |
Select to go back to the Zetadocs Document Queue screen |
Invoice preview – Overview
The recommended workflow on this screen depends on whether the invoice being processed is PO based or not.
For non-PO based invoices:
- Cross-check the information extracted from the document against the original document shown.
- Once satisfied that all the information shown is correct, select OK and Zetadocs will then create a new invoice in Business Central with the header and line information entered automatically for you.
For PO based invoices:
- Verify the invoice header information only against the original document shown.
- Select Match to Order Lines to go to the Zetadocs Order Matching screen.
Once you have successfully completed the PO matching, the invoice line level information shown on the Zetadocs Preview screen will be updated automatically based on information retrieved from the matched Order lines.
Automatic data lookups
When the Preview screen loads, a number of automatic data lookups are carried out to populate as many of the data fields as possible. Information that has been extracted from the vendor document is compared against Zetadocs cross reference data (i.e. what Zetadocs has learnt based on previous processing of invoices) and Business Central data.
By remembering all the cross references set between captured data values and Business Central data (i.e. Vendor, Item and G/L account information), Zetadocs saves you time when processing subsequent invoices for the same vendor since many of the fields on the Zetadocs Preview screen will be populated automatically for you.
The Preview screen detail section provides more detail on how each of these fields are populated.
Note: The Zetadocs Cross reference data is included when selecting Export Configuration Data on the Zetadocs General Settings page. This helps retain any learning data gathered during a testing phase in a sandbox environment, which can then be easily migrated to production.
Default Dimensions
Zetadocs will automatically set any default dimension values for the Business Central Vendor, Item or G/L account when creating a new purchase document in Business Central. This will happen irrespective of whether the dimension fields are visible on the Zetadocs Preview screen.
Note: Any changes made to dimension values on the Zetadocs Preview screen will not be remembered.
Posting validation warnings
If Zetadocs is configured to create posted invoices, you will see a warning if it is going to fail the posting process. Zetadocs runs the posting preview after you click OK on the Zetadocs Preview screen and display any errors that would cause posting to fail. You can then cancel the warning and rectify the issue on the Preview screen before proceeding or choose to continue so that you can rectify and post the unposted purchase invoice instead.
Tax validation warnings
Zetadocs will warn if the total tax amount recognized on the invoice differs from the tax value calculated in Business Central as a result of the tax posting groups that have been set on the Preview screen.
If required, the tax validation warnings can be disabled. To do this, go to the Zetadocs System Settings in Business Central and add a new entry as shown below.
Note: To validate the tax amounts, Zetadocs creates an unposted Purchase Invoice in Business Central (silently in the background) and then deletes it straight away. On most systems, this is not expected to cause any issues. However, if the Business Central No. Series is configured the same for both unposted and posted Purchase Invoices, then this will cause errors associated with the fact that gaps in the No. Series will have been created.
If there is a requirement for the Business Central No. Series to be the same for both unposted and posted Purchase Invoices, then it is recommended that you disable the Zetadocs Tax validation warnings.
Preview invoices without automated data entry
There may be some invoice types which span multiple pages and/or have irregular layouts (e.g. utility invoices) where the automatic data extraction (document OCR) has limited success and/or captures too much information which isn’t required.
In these cases, there is the option to create an additional document queue (with the Automated Data Entry setting disabled on the associated Zetadocs System Rule). For example, there could be a separate document queue for use with utility invoices that would enable you to benefit from the side-by-side view offered by the Zetadocs Preview screen and you can then manually copy and paste the specific information you require from the utility invoices.
Processing Prepayments
If a vendor requires a payment in advance before they will ship the items which have been ordered, there is a Prepayment Invoice document type available to select on the Zetadocs Preview screen to facilitate processing these type invoices.
When the Prepayment document type is selected, Zetadocs will pick up the prepayment percentage from the matched purchase order lines. Zetadocs will then post the prepayment invoice amounts to the Business Central Purchase Prepayments Account.
Once the items have been received and the vendor provides a further invoice for the remaining balance, Zetadocs will post the purchase invoice items as normal. This deducts the prepayments so that the posted purchase invoice is balanced.