DocView Capture
Accounts payable automation for US vendors: invoice number, PO number, invoice and due dates in US format, payment terms, vendor and remit-to address with ZIP code check, subtotal, sales tax, shipping and total, plus line items (quantity, description, unit price, amount). Totals are cross-checked and duplicate invoice numbers flagged.
At a glance
| Region | USA |
| Industry | Finance & accounts payable |
| Document types | Invoice, Credit note |
| Workflow | Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export |
| Straight-through processing | Yes — documents that pass every check skip Index / Validate |
| Separation | blank pages |
| Output | searchable PDF with XML, JSON data |
| Dates read as | MM/dd/yyyy, M/d/yyyy, MM-dd-yyyy |
Use this template
- Go to Batch Setups and choose New Batch Setup.
- Filter by USA or search for "Vendor invoices (USA)", select it and choose Next.
- Name the Batch Setup, choose the export folder and create it.
- Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.
Batch fields
Entered once per batch, for example on the Scan screen.
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Batch reference | Text | entered by the operator | ||
| Control total (optional) | Amount | entered by the operator |
Document types and fields
Invoice
Recognised by words such as "invoice", "amount due", "Sales tax", "rechnung", "facture", "factura".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Invoice number | Text | Yes | pattern in the text | |
| Invoice date | Date | Yes | label "Invoice date", "Date of issue", "Tax point" | Not in the future |
| Due date | Date | label "Due date", "Payment due", "Pay by" | ||
| Supplier | Text | Yes | label "Supplier", "From", "Vendor" | |
| Subtotal | Amount | label "Subtotal", "Sub total", "Net amount" | at least 0 | |
| Sales tax | Amount | label "Sales tax", "Tax", "State tax" | at least 0 | |
| Total amount | Amount | Yes | label "Total due", "Amount due", "Balance due" | at least 0 |
| Currency | Choice | default "USD" | one of: USD, CAD | |
| PO number | Text | label "PO number", "PO #", "P.O. No" | ||
| Payment terms | Choice | label "Terms", "Payment terms" | one of: Due on receipt, Net 15, Net 30, Net 45, Net 60, 2/10 Net 30 | |
| Shipping & handling | Amount | label "Shipping", "Freight", "Shipping & handling" | at least 0 | |
| Remit to | Text | label "Remit to", "Remit payment to", "Please remit to" | ||
| Remit-to ZIP code | Text | pattern in the text | US ZIP code | |
| Line items | Table | table under a header row |
Credit note
Recognised by words such as "credit note", "credit memo", "gutschrift", "avoir".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Invoice number | Text | Yes | pattern in the text | |
| Invoice date | Date | Yes | label "Invoice date", "Date of issue", "Tax point" | Not in the future |
| Due date | Date | label "Due date", "Payment due", "Pay by" | ||
| Supplier | Text | Yes | label "Supplier", "From", "Vendor" | |
| Subtotal | Amount | label "Subtotal", "Sub total", "Net amount" | at least 0 | |
| Sales tax | Amount | label "Sales tax", "Tax", "State tax" | at least 0 | |
| Total amount | Amount | Yes | label "Total due", "Amount due", "Balance due" | at least 0 |
| Currency | Choice | default "USD" | one of: USD, CAD | |
| PO number | Text | label "PO number", "PO #", "P.O. No" | ||
| Payment terms | Choice | label "Terms", "Payment terms" | one of: Due on receipt, Net 15, Net 30, Net 45, Net 60, 2/10 Net 30 | |
| Shipping & handling | Amount | label "Shipping", "Freight", "Shipping & handling" | at least 0 | |
| Remit to | Text | label "Remit to", "Remit payment to", "Please remit to" | ||
| Remit-to ZIP code | Text | pattern in the text | US ZIP code | |
| Line items | Table | table under a header row |
Validation rules
- Due date on or after invoice date (warning)
- No duplicate invoice numbers in a batch — checked across the whole batch
- Subtotal + tax + shipping = total
See Validation rules to change them or add your own.
Adapt it to your documents
- Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
- Improve document type recognition: Document classes and classification, Samples and classifier training.
- Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
- Arrange the data entry screen: Screen designer.