Document Capture - Manual til den klassiske klient ... - Continia

Document Capture for Microsoft
Dynamics NAV
Manual for version 3.50.07
1

TABLE OF CONTENTS
INTRODUCTION ...................................................................................................................................................................................................... 4
SETUP ..................................................................................................................................................................................................................... 5
INTRODUCTION .................................................................................................................................................................................................. 5
GENERAL SETUP ................................................................................................................................................................................................. 6
DOCUMENT CATEGORY .................................................................................................................................................................................... 13
DRAG-AND-DROP ............................................................................................................................................................................................. 17
TABLE FILTER FIELD .......................................................................................................................................................................................... 18
SOURCE EXCLUSION ......................................................................................................................................................................................... 19
IDENTIFICATION FIELD...................................................................................................................................................................................... 20
CONNECTION ENDPOINT.................................................................................................................................................................................. 21
TEMPLATE ........................................................................................................................................................................................................ 22
SEARCH TEXT .................................................................................................................................................................................................... 29
APPROVAL FLOW.............................................................................................................................................................................................. 30
TEMPLATE FIELD............................................................................................................................................................................................... 31
TABLE FILTER FIELD .......................................................................................................................................................................................... 39
REMINDER E-MAIL SETUP ................................................................................................................................................................................ 40
APPROVAL SHARING ........................................................................................................................................................................................ 41
SCANNING & OCR PROCESSING ........................................................................................................................................................................... 42
INTRODUCTION ................................................................................................................................................................................................ 42
SCANNING ........................................................................................................................................................................................................ 43
IMPORTING OCR FILE ....................................................................................................................................................................................... 44
REGISTERING DOCUMENT ................................................................................................................................................................................... 45
INTRODUCTION ................................................................................................................................................................................................ 45
REGISTERING PURCHASE DOCUMENT.............................................................................................................................................................. 47
MATCHING INVOICE TO PURCHASE RECEIPT ................................................................................................................................................... 51
RECOGNIZE PURCHASE DOCUMENT LINE ........................................................................................................................................................ 53
RECOGNIZE NUMBER ON DOCUMENT LINE ..................................................................................................................................................... 55
APPROVAL WORKFLOW ....................................................................................................................................................................................... 56
INTRODUCTION ................................................................................................................................................................................................ 56
2

SENDING PURCHASE DOCUMENT FOR APPROVAL........................................................................................................................................... 57
APPROVAL FLOW CODE .................................................................................................................................................................................... 59
ALLOCATION ..................................................................................................................................................................................................... 60
STATUS E-MAIL TO APPROVER ......................................................................................................................................................................... 61
APPROVING APPROVAL REQUEST ENTRY ......................................................................................................................................................... 62
ARCHIVE & DOCUMENT SEARCH ......................................................................................................................................................................... 63
INTRODUCTION ................................................................................................................................................................................................ 63
DOCUMENT SEARCH ........................................................................................................................................................................................ 65
3

INTRODUCTION
Document Capture is an add-on for Microsoft Dynamics NAV that enables you to import, recognize, register and archive documents.
By using an advance template engine and document analysis, you can extract and register information from imported documents with
Document Capture. For example, with a purchase invoice document you can create a purchase invoice or update a purchase order in Dynamics
NAV. Afterwards, you can at any time access the imported document.
Document Capture also uses an extended version of the existing approval workflow in Dynamics NAV, enhanced with extra functions and
options that allows you to view and approve purchase documents electronically without the need to have the physical document at hand. At
the same time, information regarding the approver of a purchase document is stored.
This manual introduces the basic configurations for Document Capture to import, recognize, register and archive documents. The approval
workflow and other processes associated with the electronic approval of purchase document are also included.
Read the installation manual when you implement Document Capture, to understand the technical components used in Document Capture.
4

SETUP
INTRODUCTION
When implementing Document Capture you should import the default setup file to assign the default configurations to Document Capture. As
default, Document Capture processes purchase documents as well as documents registered as interaction log entries on contacts.
5

GENERAL SETUP
The general configurations for Document Capture are located on:
Departments – Administration – Application Setup – Document Capture – Setup.
You can use the default configurations for Document Capture by importing the default setup file. You need to customize the default
configurations to ensure that they are applicable to the local installation. In addition, you can assign a default e-mail template for the status e-
mail for approvals on:
Document Capture Setup Card – Home tab – Import Template.
Field name
Description
Company Code
Unique code to separate companies in Dynamics NAV to import documents with Document Capture.
Scanned File Path for OCR
Directory path where scanned documents for OCR processing are stored.
PDF File Path for OCR
Directory path where PDF documents for OCR processing are stored. Ensure the directory path is the same
in the configuration file for the Document Capture service by running Export Configurations Files.
File Path for OCR-processed files
Directory path where OCR processed documents are stored. This path indicates the location of the directory
containing documents ready for import. Ensure the directory path is the same in the configuration file for
the Document Capture service by running Export Configurations Files.
TIFF File Path
Directory path where the TIFF file of a document is stored when you import a document.
PDF File Path
Directory path where the PDF file of a document is stored when you import a document.
E-mail File Path
Directory path where the e-mail file of a document is stored when you import a document.
6

Miscellaneous File Path
Directory path where a document imported by using the Drag-and-Drop functionality is stored.
Disk File Directory Structure
Directory structure for storing the TIFF and PDF files of a document. If you change this setting, Document
Capture moves the existing files to the new structure. You can choose the following options:
One Directory
Document Capture stores all document files of a document category in a company in a single directory.
Year\Month
Document Capture creates directories and stores document files according to year and month determined
on the date when the document is imported.
Year\Month\Day
Document Capture creates directories and stores document files according to year, month and day
determined on the date when the document is imported.
Include Company Code
Include Company code in the directory paths to separate company directories from each other.
Use TIFF-Form for Approval
Use an enhanced page for purchase documents to show purchase documents in Document Capture instead
of the default Dynamics NAV page.
Fill-out LCY
Assign a LCY (Local Currency Code) to the purchase documents created. Disable this field if LCY does not
exist as a currency in Dynamics NAV and instead left blanked.
Approval Administrator Role ID
Role of the administrators of the approval workflow. By default, Dynamics NAV only allows a single
administrator for the approval workflow. Document Capture provides the option to have several by using a
role instead.
SMTP require Secure SSL/TLS
Enable if SMTP needs a secure SSL/TLS. You can provide additional information regarding e-mail connections
on the SMTP Mail Setup accessed on
Document Capture Setup Card – Home tab – SMTP Setup.
Sender E-mail
Sender e-mail address when sending status e-mails to approvers.
Sender Name
Sender name when sending status e-mails to approvers.
Error E-mail
E-mail address to receive e-mail if an error occurs when sending e-mail to approvers.
7

Field name
Description
Document Nos.
Number series for assigning numbers to documents.
Template Nos.
Number series for assigning numbers to templates.
Purch. Allocation Nos.
Number series for assigning numbers to purchase allocations.
Barcode Nos.
Number series for assigning numbers to barcodes.
Field name
Description
Approval E-mail Subject
Subject when sending status e-mails to approvers.
Recreate Approval Hierarchy on
Forward
When you forward a purchase document, Document Capture recreates the approval hierarchy based on
the assigned purchaser or approver.
8

Always Req. Full Amt. Approval
Require full amount approval from each approver before releasing the purchase document, or proceeds to
the next approver. This hinders approvers from approving only parts, or no parts, of the total amount.
Document Capture checks the complete approval of both amount excl. VAT and amount incl. VAT.
Check Dimensions on Approval
Check the dimensions specified on the purchase document line of the chosen G/L account, item, fixed asset
or item (Charge) are valid. Document Capture checks the dimensions during approval instead of when
posting the document.
Archive Document on Approval
Every time a purchase document is approved the document is stored with the default purchase archiving
functionality in Dynamics NAV.
Auto. Post Purch. Allocation
Automatically create and post purchase allocations for purchase document before sent for approval.
Purch. Alloc. Amounts
Chooses the amounts when creating purchase allocations. You can choose the following options:
Use Lines or Imported Amounts
Document Capture uses the purchase lines to retrieves the allocated amount. If no purchase lines exist,
the imported amounts are used.
Always use Imported Amounts
Document Capture uses the imported amounts to retrieves the allocated amount.
Purch. Alloc. G/L Account No.
G/L account to post purchase allocations when allocating imported amounts.
Purch. Alloc. G/L Account Type
Chooses the cost account when creating purchase allocations. You can choose the following options:
Use Posting Setup
The combination of the business posting group and the product posting group on each document line
determines the cost account for the purchase allocation. The posting setup of the purchase allocation
account specifies the cost account.
Use Source Account
If the type on the Document lines is G/L account, Document Capture assigns the G/L account as purchase
allocation account. When the type on the document lines are different from G/L account, The posting setup
of the purchase allocation account specifies the cost account.
Purch. Alloc. Source Code
Source code assigned on purchase allocation entries.
Server Name
Document Capture needs the server name when the client for approval is equal to RoleTailored.
Server Port
Document Capture needs the server port when the client for approval is equal to RoleTailored.
Server Instance
Document Capture needs the server instance when the client for approval is equal to RoleTailored.
9

Approval NAV Client
Chooses the client when generating the link to Dynamics NAV in approval e-mails sent to approvers.
Although, if the approvers are web users a link to the web approval is sent. You can choose the following
options:
Classic
Use the Classic client to approve documents
RoleTailored
Use the RoleTailored client to approve documents.
Field name
Description
Enable Web Approval
Enable web approval for Document Capture.
Web Site Url
URL address for web approval page linked in the e-mails sent to approvers.
No. of Shortcut Items
Number of elements shown on shortcut lists such as G/L account, dimensions, jobs etc.
Default Language Code
Language code for approval comments when forwarding purchase document.
Maintain User Specific Doc.
Search
Enable maintenance of specific document searches in the web approval. Works in combination with the
Document Search in the web user setup, which specify whether all or only own documents are searched.
An own document is a document the user has been part of the approval flow.
10

Show in Historical Documents
Choose the documents to show in Historical Documents in web approval. You can choose the following
options:
Only Posted Documents
Show only posted documents.
Posted and Un-posted Documents
Show posted documents and un-posted documents approved, rejected or forwarded.
Default User Language Name
Localization name of the default language according to personal preferences. You need to configure the
web approval correctly and specify a valid web site URL.
Default Time Zone
Name of the default time zone according to personal preferences. You need to configure the web approval
correctly and specify a valid web site URL.
Default User Formatting
Localization name of the default formatting according to personal preferences. You need to configure the
web approval correctly and specify a valid web site URL.
Hash Validation Key
Hash value for encrypting and validating passwords. You need to use the same key for all database
companies since the key is not editable.
Show Amounts in LCY
Choose when to show total amounts on documents in LCY in the web approval. You can choose the
following options:
Never
Show total amounts with the currency of the document.
Always
Show total amounts both in the currency of the document and LCY, even if they are the same.
If different from the Purchase Currency
Show total amounts in the currency of document and LCY if they are different.
Show Type
View and choose the type on the lines in the Web Approval or else you can only add new lines of type G/L
account in the Web Approval.
Show Posting Account Name
Show the account name of the G/L account, fixed asset or item on the lines in the Web Approval.
Show FA Posting Type
Show the posting type of the fixed asset on the lines in the Web Approval.
Show Description 2
Show the second description on the lines in the Web Approval.
Show Prod. Posting Group
Show the product posting group on the lines in the Web Approval.
Show VAT Prod Group
Show the VAT product posting group on the lines in the Web Approval.
11

Show Unit of Measure
Show the unit of measure on the lines in the Web Approval.
Show Line Discount Pct.
Show the line discount on the lines in the Web Approval.
Show Job No.
Show the job on the lines in the Web Approval.
Show Job Task No.
Show the job task on the lines in the Web Approval.
Dimension & Job
Placement
Fields
Choose where to show job, job task and web dimensions on the lines in the Web Approval. You can choose
the following options:
Before Quantity
Show the dimension fields before the quantity field on the lines.
• After Amount
Show the dimension fields after the amount field on the lines.
Field name
Description
Dimension 1 Code (Header) >
Dimension 8 Code (Header)
Dimension to show on the header in the Web Approval.
Dimension 1 Code (Lines) >
Dimension 8 Code (Lines)
Dimension to show on the lines in the Web Approval.
12

DOCUMENT CATEGORY
You can categorize documents into groups with document categories. For example, purchase documents into a group and job documents into
another group. Document categories contain templates specifying fields registered when recognizing documents. For example, invoice No.,
due date and amount for the purchase documents and sender, receipt date, and job No. for job documents. The default configurations contain
a document category for purchase documents, as well as documents registered as interaction log entries on contacts.
The document categories are located on:
Departments – Administration – Application Setup – Document Capture – Document Categories.
You can configure the OCR engine from a document category on how to process documents and which language the OCR engine should enable
and capture. Once you have finished configuring a document category you export the configurations to the Document Capture service by
exporting the configuration files on:
Departments – Administration – Application Setup – Document Capture – Export Configuration Files.
Field name
Description
Code
Unique code for the document category with a length of up to 10 characters.
Description
Description of the document category, with a length of up to 10 characters.
Source Table No.
Table to which the documents of the document category belong. For example, if you want to register
documents to vendor then choose the vendor table.
Source Field No.
Field in the source table linking the record in the source table to the document.
Source Field No. (Name)
Field in the source table revealing the record linked to the document.
13

No. of Source Table Filter Fields
Number of filters assigned to the source table, edited with the Lookup button.
No. of Excluded Sources
Number of excluded sources from the source table, edited with the Lookup button.
No. of Identification Fields
Number of identification fields, edited with the Lookup button.
Destination Header Table No.
Table destination for fields in the document header. For example, you can choose to transfer specific
document header fields to a purchase document header by choosing the corresponding table.
Destination Line Table No.
Table destination for fields in the document lines. For example, you can choose to transfer specific
document line fields to purchase document lines by choosing the corresponding table.
Scanning Allowed
Allow scanning of documents to the document category.
Allow Drag-and-Drop
Enable Drag-and-Drop functionality to the document category.
Process New Files Automatically
Automatically process documents imported by linking it to a record and recognizing the document fields.
Register Documents
Automatically
Automatically register documents after recognizing them.
Register without Template
Register documents without requiring a template linked to them.
No. of Templates
Number of templates to the document category.
No. of Documents
Number of open documents belonging to the document category.
No. of Registered Documents
Number of registered documents belonging to the document category.
No. of Rejected Documents
Number of rejected documents belonging to the document category.
14

Field name
Description
Process Scanned Files
Process documents scanned with the OCR engine else you disable the OCR engine to work with the
document category and a configuration file is not exported.
Process PDF Files
Process documents stored as PDF files by the OCR engine else you disable the OCR engine to work with
the document category and a configuration file is not exported.
Export PDF File
Choose how to treat PDF files after being OCR processed. You can choose the following options:
No
Does not store the PDF file of an imported document.
Yes - Keep Existing Or Create New
Store the PDF file of an imported document, and creates a PDF file when scanning documents.
Yes - Always Create New
Creates and stores a new OCR processed PDF file of an imported document, and creates a PDF file when
scanning documents.
You need to export the configuration files when changing this setting.
PDF format
Format of PDF files created when OCR processing. Read more about PDF formats at:
http://en.wikipedia.org/wiki/PDF/A
You need to export the configuration files when changing this setting.
PDF Quality
Quality of PDF files created in connection with OCR processing.
You need to export the configuration files when changing this setting.
15

You can configure the languages enabled in the OCR engine when processing documents. You only enable languages used in the main parts of
the documents. You need to export the configuration files when changing this list.
Field name
Description
Connection Endpoint
Connection endpoint to download documents of the document category.
You need to export the configuration files when changing this setting.
Archive E-mails on Document
Archive the e-mail of the document to the e-mail file path specified on the Document Capture setup.
Field name
Description
Reopen Document
Codeunit to reopen registered documents, else you cannot reopen registered document.
16

DRAG-AND-DROP
You can drag and drop documents onto a page with the Drag-and-Drop functionality. The field Allow Drag-and-Drop on the document category
enables the functionality to the table of the document category, and you need to enhance a page with a document drop box. If several
document categories have the same source table and the field Allow Drag-and-Drop enabled then you need to choose the document category
when you drop a file onto an enhanced page. By default, Document Capture only provides the Drag-and-Drop functionality for the vendor and
vendor list pages. With some development, you can easily enable the Drag-and-Drop functionality to other pages as well.
17

TABLE FILTER FIELD
You can apply filters to fields of the source table of a document category to limit the records assigned to documents. The filter shown on the
image below limits the range from 10000 to 40000 of the vendor table, and then you can only use vendors within this range.
Field name
Description
No.
Field number in the source table.
Field Caption
Field caption in the source table.
Filter
Filter applied to the corresponding field.
18

SOURCE EXCLUSION
You can exclude records in the source table of the document category by adding them to the Source Exclusion list, and then you cannot assign
the records as source ID to documents. The source exclusion shown on the image below excludes the vendor with No. 1000 when Document
Capture searches for a vendor of a document.
Field name
Description
Source ID
The ID of the source to excluded from the sources of the source table.
Field Caption
The name of the source excluded from the source table of the document category.
19

IDENTIFICATION FIELD
You can specify fields from the source table to search for in a document when Document Capture searches for the source ID of a document. If
several records on a table contain field values found on a document then Document Capture links the record that matches the most. For
example, you assign the vendor table as a source table to a document category and you assign the field Name as an identification field with a
rating of 3. When you import a document, Document Capture finds two possible vendors to link as source ID (Company 1 Ltd. and Enterprise
1 Ltd.) since both company contain the text part Ltd. found in the document. Document Capture multiplies the length of the matching field
value with the rating of the identification field, and then sums result of all identification fields. Since there is only one identification field and
the second company has a longer Name, Document Capture links the second company as the source ID. You need to assign identification fields
that are either rare or unique, and assign higher ratings to identification fields that are unique, such as the VAT registration No. for vendors.
Document Capture either assigns the vendor with the highest matching points as the source ID or none if the total is below 15.
Field name
Description
Field No.
Field number in the source table containing the field value searched for in the document.
Field Caption
Field caption in the source table containing the field value searched for in the document.
Rating
The number to multiply with the field value length when Document Capture finds a match.
20

CONNECTION ENDPOINT
You can configure a connection endpoint to a document category, specifying from which e-mail account to download documents. You need to
export the configuration files when changing these settings.
The document categories are located on:
Departments – Administration – Application Setup – Document Capture – Connection Endpoint.
Field name
Description
Code
Unique code of the connection endpoint, with a length of up to 10 characters.
Description
Description of the connection endpoint, with a length of up to 30 characters.
Protocol
Protocol used when connecting to the connection endpoint.
Server Address
Server address used when connecting to the connection endpoint.
Protocol Port
Protocol port used when connecting to the server. The protocol port is usually 993 with an SSL connection
and 143 without SSL.
Username
User name Document Capture uses when connecting to the connection endpoint.
Password
Password to Document Capture uses when connecting to the connection endpoint.
Delete After Download
Delete e-mails after downloading documents from the server.
21

TEMPLATE
You can create templates that belong to specific records of a source table, for example to a vendor. When you import a document that belongs
to the record, Document Capture links it to the template. You can configure templates on how to recognize and process documents, as well as
assign rules and checks to values retrieved. This helps you to ensure that Document Capture processes documents correctly before you register
them. With templates, you can also instruct Document Capture how to proceed after you register a document. For example, Document Capture
can create a purchase invoice, purchase credit memo, or an interaction entry. When you import a document for a record that does not have a
template, Document Capture ask you if you would like to create a template for it by copying the default template of the document category.
There are three types of templates:
Identification templates: When you import a document the identification template of the document category searches and links a
record in the source table to the document. You only assign a single identification template to a document category.
Master templates: Document Capture creates source templates by creating a copy of the master template. If Document Capture
finds several master templates for a document category, you to choose the master template to copy.
Source templates: Templates belonging to specific records of a source table, for example a vendor. Document Capture uses source
templates to recognize, validate and register documents.
The templates are located on:
Departments – Administration – Application Setup – Document Capture – Templates.
Field name
Description
No.
Number of the template that you insert either manually or automatically with the number series
configurations. You need to assign the field manually to identification and master templates. The field has
a length of up to 20 characters.
Source ID
ID of the record in the source table linked to the template.
Source Name
Name of the record in the source table linked to the template.
Description
Description of the template, with a length of up to 30 characters
22

Search Text
Search Texts are specific text part searched for in documents. Document Capture links a template to a
document if the document contains all its search texts. For example, for a vendor template a search text
can be the vendors VAT registration number.
No. of Search Texts
Number of template search texts, edited with the Lookup button. A document needs to contain all search
texts to link it to a template via search texts.
Default
Enable template as default template for the source ID.
Language Code
Language of which dates on linked documents are written in.
Date Format
Date format used for recognized dates on linked documents.
Recognize Lines
Recognize lines when processing documents
First Table Line Has Captions
Specifies that the first line of the captured lines is a caption line.
Show Document After Register
Choose how to show documents after registration. You can choose the following options:
Ask
Document Capture shows a message asking you if to show the newly created document.
Always
Show the newly created document.
Never
Do not show the newly created document.
Interaction Template Code
The interaction template used when creating interaction log entries.
23

Field name
Description
Invoice Reg. Step 1
Choose the first step after you register a purchase document as a purchase invoice. You can choose the
following options:
[NONE]
Nothing will happen.
Create Invoice
Create a purchase invoice, without matching it to a purchase order. You can still match the purchase invoice
to a purchase order afterwards.
Match Order & Create Invoice
Create a purchase invoice, matching it to a purchase order. Document Capture will ask if you want to create a
purchase invoice with the document instead, if there is no match.
Match & Update Order
Match the document to a purchase order and update the purchase order with the following fields populated:
Document Date, Due Date, Vendor Invoice No., Qty. to Invoice, and amounts on the lines, etc.. Document
Capture will ask if you want to create a purchase invoice with the document instead, if there is no match.
Invoice Reg. Step 2
Choose the second step after you register a purchase document as a purchase invoice. You can choose the
following options:
[NONE]
Nothing will happen.
Submit for Approval
24

Submit the purchase invoice for approval.
Release
Release the purchase invoice.
Post
Post the purchase invoice.
Credit Memo Reg. Step 1
Choose the first step after you register a purchase document as a purchase credit memo. You can choose the
following options:
[NONE]
Nothing will happen.
Create Credit Memo
Create a purchase credit memo, without matching it to a purchase return order. You can still match the
purchase credit memo to a purchase return order afterwards.
Match Return Order & Create Credit Memo
Create a purchase credit memo, matching it to a purchase return order. Document Capture will ask if you want
to create a purchase credit memo with the document instead, if there is no match.
Match & Update Return Order
Match the document to a return order and update the return order with the following fields populated:
Document Date, Due Date, Vendor Cr. Memo No., Qty. to Invoice, and amounts on the lines, etc.. Document
Capture will ask if you want to create a purchase credit memo with the document instead, if there is no match.
Credit Memo Reg. Step 2
Choose the second step after you register a purchase document as a purchase credit memo. You can choose
the following options:
[NONE]
Nothing will happen.
Submit for Approval
Submit the purchase credit memo for approval.
Release
Release the purchase credit memo.
Post
Post the purchase credit memo.
Prices Including VAT
Create purchase documents with prices including VAT.
Allow Register w/o Amounts
Register documents with no amounts assigned. You can use this field when the G/L account of the documents
is unknown, then you can still send the purchase document for approval without purchase lines and let the
approvers enter the correct G/L accounts and dimensions.
25

Always Use Vend. Purch. Code
Document Capture chooses the purchaser from the vendor of a purchase document, even if the document
contains another.
Validate VAT Calculation
Validate the VAT calculation when registering a purchase document. Document Capture checks if the amount
excl. VAT and the VAT amount equals to the amount incl. VAT, and only allows you to register documents with
a valid calculation.
Validate Line Totals
Validate the amount of all recognized lines against the field amount excl. VAT. Document Capture only allows
you to register documents with a valid calculation.
Approval Flow Code
Approval flow code linked to the template, containing the list of approvers assigned to purchase documents.
Line Total Header
Formula
Formula validated against the total lines amount. You can create the formula from several template fields with
the data type equal to Number, which you can use from the Lookup button, and, or constant number values.
You can apply operators such as * / + -
Purch.
Validation
Amount
Approval
Choose the checks to apply to amount fields when approving purchase documents. You can choose the
following options:
Amount Excl. VAT and Amount Incl. VAT must match imported amounts
Only Amount Incl. VAT must match imported amounts
Only Amount Excl. VAT must match imported amounts
No match required
Auto Match
Match purchase document to purchase orders.
Allowed Variance Amount
Amount difference allowed when automatically matching to purchase orders and purchase return orders.
Document Capture accepts an automatic match, even if there is a discrepancy between the amount on the
document and a purchase order or a purchase return order.
Variance Posting Account
G/L account used by Document Capture to post any allowed amount differences.
Auto Approve within Variance
Automatically approve a purchase document if it matches with a purchase order or a purchase return order
within the allowed amount difference.
Match Order No.
Choose whether to match on order No. when matching with a purchase receipt. You can choose the following
options:
No
Document Capture does not match on order No.
Yes – always
Document Capture always matches on order No.
Yes - if present
Document Capture matches on order No., and if there is none then it does not match.
26

Match Account No
Choose whether to match on account No. when matching with a purchase receipt. You need to map the
vendor’s item to an internal account No. You can choose the following options:
No
Document Capture does not match on account No.
Yes – always
Document Capture always matches on account No.
Yes - if present
Document Capture matches on account No., and if there is none then it does not match.
Match Quantity
Choose whether to match on quantity when matching with a purchase receipt. You can choose the following
options:
No
Document Capture does not match on quantity.
Yes – always
Document Capture always matches on quantity.
Yes - if present
Document Capture matches on quantity, and if there is none then it does not match.
Match Unit Cost
Choose whether to match on unit cost when matching with a purchase receipt. You can choose the following
options:
No
Document Capture does not match on unit cost.
Yes – always
Document Capture always matches on unit cost.
Yes - if present
Document Capture matches on unit cost, and if there is none then it does not match.
27

Field name
Description
Codeunit ID: Line Capture
Choose the Codeunit to run when capturing lines and recognizing fields of a document. By default, you can
choose between two Codeunits for purchase documents:
6085582: Generic Line Capture
Document capture searches for a caption line in a document and registers all lines below.
6085716: Purch. Doc. - Line Capture
Document capture searches for a caption line in a document and registers all lines below with a unit price.
Codeunit ID: After Capture
Codeunit to run after capturing lines and recognizing fields of a document but before showing the captured
values.
Codeunit ID: Line Validation
Codeunit to run to validate template field values of captured lines and recognized fields of a document.
Codeunit ID: Doc. Validation
Codeunit to run to check if a document is valid for registration.
Codeunit ID: Register
Codeunit to run when registering a document automatically.
Codeunit ID: Register (Yes/No)
Codeunit to run when registering a document manually.
Codeunit ID: After Step 1
Codeunit to run after performing the first registration step.
Codeunit ID: After Step 2
Codeunit to run after performing the second registration step.
Codeunit ID: Transl. (Doc)
Codeunit to run to show template translations of a Document.
Codeunit ID: Transl. (Templ.)
Codeunit to run to show template translations of a template.
Codeunit ID: Show Match
Codeunit to run when showing manually matched lines of a document.
28

SEARCH TEXT
You can link documents to a template by adding text parts to search for in the document on the search texts list. Document Capture only
assigns the same source ID of a template to a document if it finds all search texts are of the template in the document. Therefore, you only add
search texts that are unique to the source ID.
Field name
Description
Search Text
The text part to search for in the document.
29

APPROVAL FLOW
You can assign an approval flow to a template that contains a list of approvers to approve a purchase document. When you run the function
Send Approval Request then Document Capture creates invoice approval entries to all of the approvers of the approval flow. Approval flows
are serial flows, meaning that all approvers belonging to an approval flow can approve their approval requests at any time.
The approval flows are located on:
Departments – Administration – Application Setup – Document Capture – Approval Flows.
To add approvers to an approval flow choose approvers on:
Approval Flows card – Home tab – Approvers.
Field name
Description
Code
Unique code of the approval flow assigned to templates and purchase documents.
Description
Description of the approval flow.
No. of Approvers
Number of approvers in the approval flow.
30

TEMPLATE FIELD
You can create fields to capture and rules and code on how to validate field values for documents, either as required or optional, with template
fields. A required template field is a field that needs to have a value before you can register the document.
The template fields are located on:
Template Card – Fields section.
Field name
Description
Type
Choose the type of the template field. You can choose the following options:
Header
Shown on the document header.
Line
Shown on the document lines.
Code
Unique code for the template field. For example, Document Capture transfers the
invoice no. of a purchase document from the value of the template field with the fixed
code DOCNO. You can create custom codes with lengths of up to 20 characters.
Contact your Dynamics NAV partner for further information.
Sort Order
Sorting order determining the position Document Capture shows the template fields
on the document card and the document journal.
Field Name
Name that Document Capture shows for the template field on the document card and
the document journal.
To configure further details use the template field page located on:
Template Card – Fields section – Card.
31

Field name
Description
Field Name
Name that Document Capture shows for the template field on the document card and the document journal.
1. Caption First caption Document Capture searches for when trying to find the value of the template field. You can add
several captions in the captions section.
1. Rule First rule Document Capture uses for when checking the value found for the template field. You can add
several rules in the rules section
Formula
Formula to calculate the field value of the template field. You can only apply formulas to field values for
template fields in the document header.
If you assign the data type equal to Number, you can construct the formula with other template fields with
data type equal to Number, or with constant number values, and applying operators such as * / + -
If you assign the data type equal to Text, you can use all template fields in the formula, regardless of their data
type, and fixed letters, text parts and numbers can be directly included in the formula. Document Capture
does not calculate the field value and instead uses the field values of the template fields in the formula.
32

Required
Requires that documents have the field value assigned for you to register.
Search for Value
Search for the field value of the template field when you recognize fields.
Fixed Value
Fixed value assigned to the field value of all documents.
Validation Dateformula From
Validation date formula for template fields with data type equal to Date, calculated from today’s date and
smaller than the date on the document.
Validation Dateformula To
Validation date formula for template fields with data type equal to Date, calculated from today’s date and
larger than the date on the document.
Insert on new Templates
Insert the template field when Document Capture uses the template as a master template for source
templates.
Default Page Source
Specifies the first page to search to capture field values in the document and if Document Capture does not
find a field value on the specified page, it searches the rest of the document.
Stop Lines Recognition
Stop line recognition when the field value or caption is capture.
Field Type
Choose the field type of the template field. You can choose the following options:
Text
The template field is legible text.
Barcode
The template field is a barcode.
Data Type
Choose the data type of the template field. You can choose the following options:
Text
The field value can contains numbers, text and special characters.
Number
The field value only contains numbers.
Date
The field value only contains dates.
Lookup
The field value is a Lookup to the table assign as source table.
Language Code
Language code for the field value used when processing dates to know which language the months are written
in.
Date Format
Date format used to recognize dates on documents.
33

Source Table No.
Source table for the template field when data type is equal to Lookup.
Source Field No.
Field to link the field value to the records in the source table when data type is equal to Lookup.
No. Source Table Filters
Number of filters applied to the source table of the template field, edited with the Lookup button.
Destination Header Field No.
Field in the destination header table of the document category to which Document Capture transfers the field
value. Document Capture does not transfer the field value to the destination header table if the template field
has Type equal to Line.
Destination Line Field No.
Field in the destination line table of the document category to which Document Capture transfers the field
value.
Make Absolute Number
Convert negative numbers into absolute numbers.
Decimal Places
Number of decimal places on the field value if data type is equal to Number.
Blank Zero
Blank the field value if it is zero and data type is equal to Number.
Multiline
Enable if the field value appears on several lines in the document.
Typical Field Width
Specifies the typical field width used when recognizing fields.
Auto Update Field Width
Automatically update the typical field width to the actual field width when recognizing fields.
Typical Field Height
Specifies the typical field height used when recognizing fields.
Auto Update Field Height
Automatically update the typical field height to the actual field height when recognizing fields.
Enable Rule Generation
Automatically generate validation rules when Document Capture captures a field value. When Document
Capture validates the field value, it checks which rules comply with the field value and the first rule found
remains in the list whilst deleting the other rules.
If the Type is equal to Text and you change the field value, Document Capture generates a regular expression
consisting of letters and numbers. Only the numerical part of the rule is variable, but with a fixed length. For
example, the text INV1234567X1 creates the rule INV[0-9]{6}X[0-1]{1} meaning that the text needs to start
with INV followed by 6 digits, then X followed by 1 digit
Auto Update Caption
Automatically update the caption of the template field after you use the template for the first time or when
you choose a caption for a field value in the document.
Caption Is Part Of Value
Specifies if the caption is part of the value. For example, a caption for the payment ID is +71, but since the field
value itself contains +71 the caption is part of the field value.
Never use Global Captions
When disabled, Document Capture searches for captions specified in the list on the template field of a
document. If it does not find a caption then Document Capture searches for captions specified on the same
template field in the master template.
34

Field name
Description
Transfer Amount to Purch. Doc.
You can specify whether the field value should be transferred to the purchase document as a purchase line
during registration if the data type is Number. You can choose the following options:
• If lines are not recognised
The field value is only transferred if no document lines are recognised.
• Always
The field value is transferred regardless document lines are recognised or not
Purch. Account Field Code
Contains another template field of data type Number to retrieve the G/L account No. from when
transferring the field value to a purchase line. It is not obligatory to created independent template fields
for specifying the G/L account No., but it can be helpful during registration if the field is used often.
Subtract from Amount Field (on
registration)
Contains another template field of data type Number to subtract the field value from before the document
is registered to assign the field value to one account and the rest of the field value of the specified template
field to another account.
This configuration can, for example, be used if you want to assign freight charge on a purchase invoice to
one account and the rest of the invoice amount to another account, then the template field for freight
amount you choose to subtract from is the template field for amount excl. VAT.
Purch. Alloc. G/L Account No.
Contains the G/L account No. used to post the field value if purchase allocations are used.
35

Field name
Description
Rule
Rule to validate the field value with and change the status of the document to OK. You construct rules with
regular expression (http:ororen.wikipedia.orgorwikiorRegular_expression). For example, I[0-9]{10} means
the field value needs to start with I followed by 10 digits from 0 to 9.
Description
Description of the rule, with a length of up to 200 characters.
36

Field name
Description
Caption
Caption searched for when recognizing fields on a document, with a length of up to 250 characters.
37

Field name
Description
Translate From
Part of the field value to replace, with a length of up to 250 characters. You can remove a space by assigning
it to the field and then assigning an empty value to the Translate From field.
Translate To
Value to replace part of the field value with, with a length of up to 250 characters. You can replace a text
part an empty value by not assigning a value to the field.
Field name
Description
Lookup
Codeunit to run when performing Lookup.
Capture Value
Codeunit to run to check for Document Capture to capture the field value.
Is OK
Codeunit to run when checking if the field value is valid and complies with all rules.
Validate
Codeunit to run when you change the field value, similar to the OnValidate-trigger.
38

TABLE FILTER FIELD
You can apply filters to fields of the source table of a template field with data type equal to Lookup to limit the available field values. For
example, if the source table of a template field is equal to the job table then a fixed filter type can limit the range of jobs to choose for a
document, whether manually or as a fixed value. Another example. If the source table of a template field is equal to the job task table then a
document field filter type, and with the template field from the previous example as filter, can limit to the job tasks to choose for the document.
Field name
Description
No.
Field number in the source table of the template field.
Field Caption
Field caption in the source table of the template field.
Filter Type
Choose a type of filter to apply to the table filter field. You can choose the following options:
Fixed Filter
Apply the filter to the table filter field assigned in the column Filter.
Document Field
Apply the filter to apply to the table filter field from the field value in the document of the template field
assigned in the column Filter.
Filter
Filter applied to the table filter field.
39

REMINDER E-MAIL SETUP
You can send reminder e-mails to approvers with purchase documents waiting for approval by creating reminder e-mails. By specifying levels
for reminders, you can escalate the approval reminders, send copy to managers and specify different text in the reminder e-mails. Document
Capture sends reminder e-mails when running the Send Status E-mails to Approvers. Document Capture sends a single reminder e-mail per
level for each purchase document and sends the next reminder e-mail when the purchase document reaches the due date of the next level.
The reminder e-mail setup is located on:
Departments – Administration – Application Setup – Document Capture – Reminder E-Mail Setup.
Field name
Description
Level
Level determining the sequence Document Capture sends reminder e-mails.
Due Date Formula
Date formula to calculate when Document Capture sends a reminder e-mail for the level by
applying it to the first date sent to an approver.
E-mail Subject
Subject of the reminder e-mail.
Send CC to Manager
Choose a manager that should receive a copy of the reminder e-mail. You can choose the
following options:
Manager of Original Approver
Document Capture sends a copy of the reminder e-mail to the manager of the original approver.
Manager of Current Approver
Document Capture sends a copy of the reminder e-mail to the manager of the original approver.
Send CC to User ID
User ID to receive a copy of the reminder e-mail.
40

APPROVAL SHARING
You can grant access to purchase documents waiting for approval to others than the assigned approver with approval sharing when an approver
is out of office. For example, you can create a department called IT and share all its documents to approvers within the IT department.
The approval sharing is located on:
Departments – Administration – Application Setup – Document Capture – Approval Sharing.
Field name
Description
Owner User ID
User ID or group that is sharing documents.
Owner User Name
User name or group that is sharing documents.
Shared to User ID
User ID that can access documents.
Shared to User Name
User name that can access documents.
Sharing Type
Choose a type of sharing. You can choose the following options:
Normal
The approval administrator creates the approval sharing.
Out of Office
The approval administrator or the document approver creates the approval sharing and is used when out of
the office for a period and is comparable with the Out-of-Office assistants in Outlook when on holiday or
similar. Document Capture updates the allowed approvers for the invoice approval entries and temporary
approvers can approve invoice approval requests from the approval entries page.
Valid From
From date of the period when the approval sharing is enabled.
Valid To
From date of the period when the approval sharing is disabled.
Use Owners Limits &
Permissions
Enable the same limits and permissions for approval of the document owner to the temporary approver.
Forward E-mails
Forward approval e-mails to the temporary approver.
41

SCANNING & OCR PROCESSING
INTRODUCTION
You need to import documents by scanning and processing PDF files into Dynamics NAV. You can receive the documents via e-mail by setting
up a connection endpoint that Document Capture service uses to check and download documents. When you send an e-mail with documents
attached as PDF files to the connection endpoint Document Capture service retrieves the files and prepare them for you to import them into
Dynamics NAV.
42

SCANNING
You can sort documents you want to import into Dynamics NAV into the following pile options:
Single page Documents (front)
Documents consisting of a single page where Document Capture scans only the front of a page.
Multi page Documents (front)
Documents consisting of several pages where Document Capture scans only the front of a pages.
Single page Documents (front and back)
Documents consisting of a single page where Document Capture scans both the front and the back of a page.
Multi page Documents (front and back)
Documents consisting of several pages where Document Capture scans both the front and the back of a page.
The scanning and OCR of Document Capture is located on:
Departments – Document Capture – Scanning & OCR.
You can import documents to document categories that allow scanning files ready for OCR and ready for import. In the Scanner field, you can
specify an identified scanner and a document pile option.
43

IMPORTING OCR FILE
You can import documents after Document Capture has finished scanning and OCR processing PDF files, which occurs in the background and
takes approximately five seconds per page.
To import documents with files ready for import run Import Files located on:
Departments – Document Capture – Scanning & OCR – Import Files.
After you import documents into Dynamics NAV Document Capture shows a message confirming the amount of files imported.
44

REGISTERING DOCUMENT
INTRODUCTION
You recognize and capture field value, and register documents on the document card and the document journal, where you also can view an
image of the document. The Invoice below is an example of what the image looks like with a number of orange and blue boxes around captions
and values.
The document journal is located on:
Departments – Document Capture – Document Journal – Edit Journal.
The field captions is the text related to a field value and helps Document Capture to find the correct field value of a template field. For example,
the field caption for the amount incl. VAT is equal to Total Amount and the field caption for the amount excl. VAT is equal to Sub Total.
Document Capture identifies and encapsulates field captions with an orange box.
The field value is the actual value you want to transfer or use somehow when you register a document, and the field value could be of different
type, such as a text part, a date or a number. For example, the field value for the amount excl. VAT is equal to 4,500.00 and the field value for
the amount incl. VAT is equal to 5,625.00. Document Capture identifies and encapsulates field values with a blue box.
45

Every template field of a document has a field caption and a field value. The first time you import and recognize a document belonging to a
source ID, Document Capture searches for the field captions from a range of the most frequently used terms for each template field. For
example, to find the amount excl. VAT, Document Capture searches for the captions Amount excl. VAT, Net Amount, VAT Basis, Sub Total etc.,
and if a caption is found then Document Capture searches for the field value either to the right or under the field caption. When you import a
document belonging to a source ID that you have previously imported and recognized Document Capture searches for the field values by
searching for the field captions and their positions from previously imported and recognized documents.
You can manually correct field captions and field values identified and encapsulated by Document Capture by choosing the template field to
correct and then encapsulate the correct parts on the image, with either the right button to mark field captions (orange) or the left mouse
button to mark field values (blue).
46

REGISTERING PURCHASE DOCUMENT
You can register documents after the field values are recognized and considered as valid. The following section explains the process of
registering purchase documents from the document journal in Document Capture, other type of documents may have a different process or
conditions to be registered.
The document journal is located on:
Departments – Document Capture – Document Journal – Edit Journal.
The document journal contains four sections used throughout the recognition and registration of the document:
The list of documents (blue)
The document journal shows each document on a separate line and when you choose a document from the list, Document Capture
updates the list of template fields and the document image.
The list of template fields for of the enabled document (green)
When you choose a document from the document list, Document Capture shows the template fields of the enabled document on the
template field list.
An image of the enabled document (red)
From the image, you can identify and encapsulate field captions and field values.
Comments of the enabled document (yellow)
You can update the document comments by recognizing and validating the document.
47

Document Capture has identified the source ID of the first document in the image (D000001) as the vendor 40000 (Lewis Home Furniture) from
the VAT registration No. on the he image. Since it is the first time the vendor used as a source ID, you can verify that it is correct vendor
recognizing the fields using the function Recognize Fields, and then you can create a source template for the vendor by choosing Yes on the
confirmation message shown.
Document Capture create a source template, updates the list of template fields on the document journal, and recognizes the field values on
the document. Document Capture also changes the status of the document to OK if all the field values are valid. Before you can register a
purchase document, you need to assign a G/L account to post the amount by choosing the Lookup of the template field G/L Account No. and
then choosing a valid G/L Account.:
You can choose to assign the G/L account as the default G/L account for the source template by choosing Yes on the confirmation message.
Document Capture assigns the G/L account to all purchase documents of the source template.
48

You can specify different G/L accounts used for different amounts retrieved from the document from by running the function Translations and
then choosing Show Accounts for Amounts. From there you can also specify different dimension values for each purchase document line.
When the status of the document is OK, you can register it by running the function Register, and then Document Capture searches the purchaser
to assign the purchase document. If Document Capture does not find the purchaser, you need to choose an option on how to retrieve it.
Option
Explanation
Select Purchaser from List
Document Capture shows a list of all the purchasers where you can choose a purchaser. For subsequent
purchase documents of this source ID, you again need to choose a purchaser manually.
Use Purchaser from Vendor (XX)
Document Capture retrieves the purchasers from the vendor. For subsequent purchase documents of this
source ID, you again need to choose a purchaser manually.
Always use Purchaser from
Vendor (XX)
Document Capture retrieves the purchasers from the vendor. For subsequent purchase documents of this
source ID, Document Capture uses the same purchaser.
Setup default Purchaser Code
Document Capture shows a list of all the purchasers where you can choose a purchaser. For subsequent
purchase documents of this source ID, Document Capture uses the same purchaser.
When you complete the registration of a purchase document, Document Capture shows the newly created purchase document as registered.
From the purchase document page of Document Capture, you can view the purchase document ant an image of the document and you can
now approve or post.
49

MATCHING INVOICE TO PURCHASE RECEIPT
You can view the number of open orders of a vendor from the column No. of Purch. Orders on the document line on the document journal.
51

You can match order lines with the purchase document with the field value of the template field Our Order No. Document Capture matches
the purchase document with un-invoiced purchase receipt lines with the same order No. when you run the function Match Lines. The receipt
matching page shows three main sections:
All un-invoiced receipt lines (yellow)
Recognized document lines, if any (green)
An image of the document (red)
Document Capture updates the matched amounts (blue) to reflect the current matched amount to the purchase receipt, making it
easy for you to view the amount received compared to the amount invoiced.
You can match purchase receipt lines to document lines with the function Perform Automatic Match. Document Capture transfer the uninvoiced
quantity on the purchase receipt line to the document lines and to the column Total Matched Quantity if the purchase document only
covers part of the purchase receipt.
When you have finished matching the purchase document to purchase receipt lines and you register the document, Document Capture checks
that the sum of the matched lines is the same as the total amount on the purchase document and creates a difference line if there is a
difference. Document Capture uses the Variance Posting Account on the source template as the G/L account for the difference line.
52

RECOGNIZE PURCHASE DOCUMENT LINE
You can capture and recognize document lines and create purchase document lines when you register the purchase document. Document
Capture converts the vendor item number of the document line to a type you specify, such as a G/L account, vendor item, fixed asset or an
item charge.
Document Capture can only identify well-formatted document lines in the document image with field values placed in separate columns. Each
column on the document lines has have their own template fields in the same way as on the header. For example, you can configure them as
required, or apply rules for the field values to comply. When you recognize document lines, Document Capture applies several checks,
configured on the template, to validate the document lines. For example, a check whether the sum of all document lines tallies with the amount
excl. VAT of the document.
You can recognize document lines from the document card located on:
The document journal is located on:
Departments – Document Capture – Document Journal – Edit Journal – Card.
The document card contains five main sections:
General document information (blue)
The list of template header fields for of the document (green)
An image of the document (red)
The list of template line fields for of the document (black)
Comments of the document (yellow)
53

Before you can recognize document lines, Document Capture needs to know the position of the columns. You can specify the captions of the
columns by choosing a template line field and then encapsulating the caption on the document image with the right button and then running
the function Recognize Fields.
Document Capture identifies and creates all lines in the list of document lines, from where you change field values before you register the
document and create a purchase document. If there are discrepancies between quantity, unit cost, discount and amount in a document line,
Document Capture does not change the status to OK and you need to correct the error before you can register the document. You can register
the document by running the function Register on the document card. Document Capture creates a line for each of the document lines.
54

RECOGNIZE NUMBER ON DOCUMENT LINE
To register a document, recognized document lines need to be validated and set to OK. All field values of the column No. of document lines
therefore need to be translated into an item, a G/L account, a fixed asset or a charge (Item). The process of translating the field value No.of a
document line is sequentially performed accordingly:
1. Translate using Translations in Document Capture: You can create vendor specific translation by running the function Translations
on the Template menu button, either from the Document Card or the Document Journal, and then choosing Show Line Translations
(see more below).
2. Translate to an item with the Vendor Item No.: Document Capture matches the No. to the field Vendor Item No. on the item card.
3. Translate using a cross reference of an item: Document Capture matches the No. to a cross reference of an item.
4. Translate using a vendor item: Document Capture matches the No. to an item on the vendor card.
Field name
Description
Field Description
Description of the document line field.
Translate From
The document line No. to translate.
Translate to Type
Document Capture can create a line of different types, such as G/L account or item.
Translate to No.
The number of the type Document Capture assigns the created line.
Translate to UOM Code
The unit of measure of the type Document Capture assigns the created line.
Translate to Variant
The variant of the type Document Capture assigns the created line if the type is Item.
Translate to (Text)
The text of the variant Document Capture assigns the created line if the type is Item.
Dimension 1
Value for dimension 1 Document Capture assigns the created line.
Dimension 2
Value for dimension 2 Document Capture assigns the created line.
55

APPROVAL WORKFLOW
INTRODUCTION
You can use the approval workflow in Document Capture that is an extended version of the standard approval workflow enhanced with a range
of extra functions and options. The approval workflow allows you to view and approve purchase documents without the need to have the
physical document at hand. Document Capture keeps a record of who approves a document and when, based on a hierarchal structure. The
approval workflow in Document Capture is by default a serial flow, meaning that the first approver of purchase document needs to approve it
before any subsequent approvers can approve.
56

SENDING PURCHASE DOCUMENT FOR APPROVAL
You can use the approval workflow in Document Capture by enabling an approval template with the type of document and assign a limit type
for the hierarchical structure. You can configure approval templates from the approval templates page located on:
Departments – Administration – Application Setup – Document Capture – Approval Templates.
You also need to configure the hierarchal structure of the approvers, to ensure that an approver only approvers according to amount limits.
You assign a hierarchal structure on the user setup page located on:
Departments – Administration – Application Setup – Document Capture – User Setup.
Field name
Description
User ID
ID of the user in Dynamics NAV.
Salespers. /Purch. Code
Code of the sales person or the purchaser in Dynamics NAV.
Name
Name of the sales person or the purchaser in Dynamics NAV.
Approver ID
The ID of the superior user in the hierarchal structure of the approval workflow.
57

Purchaser Amount Approval
Limit
The maximum amount Document Capture allows the user to approve.
Unlimited Purchase Approval
Unlimited amount Document Capture allows the user to approve.
E-Mail
The e-mail of the user used by Document Capture to send approval notifications.
Web User
If you have enabled web approval then the user can also approve through the web.
Shared to this user
Number of users granting this user approval permission through approval sharing.
Shared to other users
Number of users this user is granting approval permission through approval sharing.
When you register a document and create a purchase document you can send it for approval either automatically, by configuring the template
of the document, or manually, by running the function Send Approval Request located on the purchase document card. Document Capture
creates an approval request entry for the assigned purchaser and superiors according to the approval amount limit and updates the status of
the purchase document to Pending Approval.
58

APPROVAL FLOW CODE
An approval flow code defines a list of approvers that are required to approve a purchase document. When you define an approval flow you
can specify the approvers, and the order, that are required to approve a purchase document. You can specify the approval flow code either on
the purchase document or on a document template. Any document registered with this template will automatically have the approval flow
code specified on the document template. You can create and configure approval flows from the approval flow page located on:
Departments – Administration – Application Setup – Document Capture – Approval Flows.
Field name
Description
Code
Code of the approval flow.
Description
Description of the approval flow.
No. of Approvers
The number of approvers that the approval flow contains.
59

ALLOCATION
When you send a purchase document for approval Document Capture can create and post purchase allocation entries to the G/L account
assigned to the field Purch. Allow. G/L Account No. on the Document Capture setup. You can view the purchase allocation entries from the
vendor page. Purchase allocation entries affects the VAT account and Dynamics NAV deducts VAT amounts even if you have not posted the
purchase document, but when you post the purchase document Dynamics NAV reverses the purchase allocation entries. You can enable
Document Capture to create purchase allocations account by enabling the field Auto. Post Purch. Allocations on the Document Capture setup.
You can view the purchase allocation amount from the purchase document card or the vendor page, where you also can view the underlying
purchase allocation entries.
By default, when you reverse purchase allocation entries the reversing entries are posted on the same date as the entries they are reversing.
Dynamics NAV uses the posting date of the purchase document if the posting period is closed.
60

STATUS E-MAIL TO APPROVER
You can send reminder e-mails to approvers when Dynamics NAV assigns approval request entries to them. If you assign five purchase
documents to the same approver, you can configure Document Capture to either send a reminder e-mail for each approval request to the e-
mail of the approver or group the reminders into a single e-mail. Document Capture sends reminder e-mails via an SMTP server and are
therefore not visible from the Sent Items in the e-mail client.
You can send reminder e-mails to approvers by using the function Send Status E-mail to Approvers located on:
Departments – Document Capture – Send Status E-mail to Approvers.
61

APPROVING APPROVAL REQUEST ENTRY
Approvers can approve approval request entries from the purchase document page or the approval entries page.
Approvers can approve approval request entries from the approval entries page located on:
Departments – Document Capture – Approval Entries.
From the list of Approval Entries, it is possible to directly approve, reject or forward the Document. From here it is possible to have the PDF file
shown, or the purchase document by choosing Show > Document.
The approval entries page contains five main sections:
The approval request entries (blue)
Approval comments (green)
The purchase lines of each approval request entry (yellow)
An image of the purchase document (red)
A section with functions (black)
o Approve – You can use this function to approve the approval request entry.
o Reject – To reject an approval request entry you need to assign an approval comment. Document Capture changes the
status of the purchase document to Open and you need to correct the issue and send it again for approval.
o Forward – The approval request entry is forwarded to the approver you choose from the confirmation message.
o On Hold – You put the approval request on hold.
62

ARCHIVE & DOCUMENT SEARCH
INTRODUCTION
Document Capture archives all imported documents and you can find them in several ways, even after you register or post the documents. For
example, you can find documents of posted purchase invoices running the function Navigate located on:
Departments – Document Capture – Posted Invoices.
You can access the document of the purchase document and the PDF file from the page Navigate.
63

DOCUMENT SEARCH
You can perform free search texts on all imported documents and it is not restricted to the information transferred when you register or post
the purchase document. Document Capture searches through all the text parts contained in documents when you perform a document search.
The document search is located on:
Departments – Document Capture – Document Search.
You can view the document with the function Show Document and view the PDF file with Show PDF file.
65