Incoming documents

Path: Business functionality > General business functionality > Incoming documents · tier official · system none · narrative reviewed (checked by Opus)

Overview

Incoming documents let you register external documents, such as supplier invoices and expense receipts, as records in Business Central. You can then convert them into purchase or sales documents or journal lines. Records can be created manually, from files, from photos taken with tablet or phone clients, or through an OCR service that turns PDFs and images into electronic records.

The pages follow the workflow. Start with “Set Up incoming documents” for journal template settings, approval workflow, and OCR service integration. “Work with incoming documents” and “Create incoming document records” cover creating and converting records. “Create incoming document records from docs” and “Find posted documents without incoming documents” cover attaching files to existing or posted documents.

“Use OCR to turn PDF into e-invoices” covers automatic invoice processing, fixing errors, and training the service. “Define Which incoming docs to see” explains how to mark records as processed to reduce clutter on the Incoming Documents page, and how to bring them back.

Key points

• Create records manually, from a file, or from a camera photo on tablet and phone clients.
• Setup covers Incoming Documents Setup, journal template configuration, approval workflow, and OCR service.
• Records can be converted to purchase invoices or journal lines, with an optional approval workflow.
• Attach files to purchase invoices, vendor ledger entries, and posted documents, connecting existing records or creating new ones.
• Find posted purchase and sales documents that lack incoming records through the Chart of Accounts or General Ledger Entries pages, filtering by posting date.
• The OCR service converts PDFs and images to electronic documents, supports text-to-account mapping and error correction, and can be trained.
• Use Mark as Processed, Show All, and Set to Unprocessed to manage which records appear on the Incoming Documents page.

Learn pages

• Create incoming document records: Use different functions on the Incoming Documents page to review expense receipts, manage OCR tasks, convert incoming document files and attach external files.
• Create incoming document records from docs: Attach external business documents to related incoming document records for easy storage and management.
• Define Which incoming docs to see: Adjust the default view of incoming documents, such as e-invoices, to improve your overview of processed and unprocessed records.
• Find posted documents without incoming documents: Search for general ledger entries of posted purchase and sales documents that lack associated incoming electronic documents, such as imported invoices.
• Set Up incoming documents: Set up the Incoming Documents feature to create electronic documents, manage OCR tasks, import invoices, and convert image files.
• Use OCR to turn PDF into e-invoices: Describes how you can use an OCR service to convert incoming PDF or image files to electronic documents.
• Work with incoming documents: Manage incoming external business documents, such as payment receipts or PDFs, manage OCR tasks, and convert files to electronic documents and records.

Source: Microsoft Learn (CC BY 4.0). Descriptions are Learn’s own.