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[IMP] accounting: vendor bill digitization & update PO matching

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closes odoo/documentation#13928

Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
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committed by Audrey (auva)
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content/applications/finance/accounting/taxes.rst
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@@ -34,8 +34,8 @@ tax, and click on :guilabel:`Save`.
.. _taxes/list_activation:
Activate sales taxes from the list view
=======================================
Activate taxes from the list view
=================================
As part of your :ref:`fiscal localization package <fiscal_localizations/packages>`, most of your
country's sales taxes are already preconfigured on your database. However, only a few taxes are

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content/applications/finance/accounting/vendor_bills.rst
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@@ -38,16 +38,23 @@ Automatically
-------------
Vendor bills can be automatically created by **sending an email** to an :ref:`email alias
<invoice-digitization/email-alias>` associated with the purchase journal, or by **uploading a PDF**
in :menuselection:`Accounting --> Vendors --> Bills` and then clicking :guilabel:`Upload`.
<accounting/bill-digitization/email-alias>` associated with the purchase journal, or by
:ref:`uploading a PDF <accounting/bill-digitization/manual-upload>`.
.. note::
- Once the bill is uploaded, the PDF document appears on the right side of the screen, making it
easy to fill in the bill information.
- Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic completion.
- Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic
completion and :ref:`matched with purchase orders
<accounting/bill-digitization/vendor-bills-matching-po>` to replace OCR-detected data with the
existing purchase order's details.
- Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App
Purchase (IAP) </applications/essentials/in_app_purchase>` credit or tokens.
.. seealso::
:ref:`Vendor bills matching with purchase orders
<accounting/bill-digitization/vendor-bills-matching-po>`
.. _accounting/vendor_bills/bill-completion:
Bill completion

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content/applications/finance/accounting/vendor_bills/invoice_digitization.rst
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@@ -1,101 +1,165 @@
================================
AI-powered document digitization
================================
=====================
Document digitization
=====================
**Invoice digitization** is the process of converting paper documents into vendor bill and customer
invoice forms in your accounting.
Document digitization refers to the process of converting paper or digital documents into records
in a database. Using :abbr:`OCR (optical character recognition)` and artificial intelligence
technologies, Odoo reads the content and automatically creates and fills in the record's details.
This process is mainly used for vendor bills (or refunds).
Odoo uses :abbr:`OCR (optical character recognition)` and artificial intelligence technologies to
recognize the content of the documents. Vendor bill and customer invoice forms are automatically
created and populated based on the scanned invoices.
.. note::
Although less common, this digitization process can also be applied to customer invoices and
credit notes. The :ref:`settings <accounting/bill-digitization/configuration>` need to be
adjusted accordingly.
.. seealso::
- `Test Odoo's invoice digitization <https://www.odoo.com/app/invoice-automation>`_
- `Odoo Tutorials: Vendor Bill Digitization
<https://www.odoo.com/slides/slide/vendor-bill-digitization-7065>`_
- :doc:`/applications/essentials/in_app_purchase`
.. _accounting/bill-digitization/configuration:
Configuration
=============
In :menuselection:`Accounting --> Configuration --> Settings --> Digitization`, check the box
:guilabel:`Document Digitization` and choose whether :guilabel:`Vendor Bills` and
:guilabel:`Customer Invoices` (this includes customer credit notes) should be processed
automatically or on demand.
If you enable the :guilabel:`Single Invoice Line Per Tax` option, only one line is created per tax
in the new bill, regardless of the number of lines on the invoice.
Invoice upload
==============
Upload invoices manually
------------------------
From the :guilabel:`Accounting Dashboard`, click on the :guilabel:`Upload` button of your vendor
bills journal.
Alternatively, go to :menuselection:`Accounting --> Customers --> Invoices` or
:menuselection:`Accounting --> Vendors --> Bills` and select :guilabel:`Upload`.
.. _invoice-digitization/email-alias:
Upload invoices using an email alias
------------------------------------
You can configure your connected scanner to send scanned documents to an email alias. Emails sent to
these aliases are converted into new draft customer invoices or vendor bills.
You can modify the email alias of a journal. To do so, go to the :guilabel:`Settings` app. Under
:guilabel:`General Settings: Discuss`, enable :guilabel:`Custom Email Servers`, add an
:guilabel:`Alias Domain`, and :guilabel:`Save`.
The email alias is now available in the :guilabel:`Advanced Settings` tab of the journal. Emails
sent to this address will be converted automatically into new invoices or bills.
Go to :menuselection:`Accounting --> Configuration --> Settings` and navigate to the
:guilabel:`Digitization` section. Enable the :guilabel:`Document Digitization` option and choose
whether :guilabel:`Vendor Bills` should be processed automatically or on demand.
.. note::
If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically
send your scanned invoices to the :guilabel:`Finance` workspace (e.g.,
`inbox-financial@example.odoo.com`).
If the :guilabel:`Single Invoice Line Per Tax` option is enabled, only one line is created per
tax in the new vendor bill, regardless of the number of lines on it.
The default email aliases `vendor-bills@` and `customer-invoices@` followed by the
:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and
:guilabel:`Customer Invoices` journals, respectively. Emails sent to these addresses are converted
automatically into new invoices or bills.
.. _accounting/bill-digitization/vendor-bills-upload:
To change a default email alias, go to
:menuselection:`Accounting --> Configuration --> Accounting: Journals`. Select the journal you want
to edit, click on the :guilabel:`Advanced Settings` tab, and edit the `Email Alias`.
Vendor bills upload
===================
Invoice digitization
====================
Vendor bills are :ref:`uploaded manually <accounting/bill-digitization/manual-upload>` or sent to a
:ref:`designated email alias <accounting/bill-digitization/email-alias>` to be digitized. Once the
bill is uploaded, the document preview appears on the right side of the screen.
According to your settings, the document is either processed automatically, or you need to click on
:guilabel:`Send for digitization` to do it manually.
.. seealso::
:doc:`Vendor bills <../vendor_bills>`
Once the data is extracted from the PDF, you can correct it if necessary by clicking on the
respective tags (available in :guilabel:`Edit` mode) and selecting the proper information instead.
.. _accounting/bill-digitization/manual-upload:
Data recognition with AI
========================
Manual upload
-------------
It is essential to review and correct (if needed) the information uploaded during digitization.
Then, you have to post the document by clicking on :guilabel:`Confirm`. In this manner, the AI
learns, and the system identifies the correct data for future digitizations.
From the :guilabel:`Accounting Dashboard`, click :guilabel:`Upload` on the :guilabel:`Vendor
Bills` journal.
.. _accounting/bill-digitization/email-alias:
Upload via email alias
----------------------
Vendor bills can be uploaded via an email alias associated with the relevant journal in two ways:
- scanned from a connected scanner configured to send email to an email alias;
- sent directly to an email alias.
Each PDF attached to the email is automatically converted into a new draft vendor bill.
.. note::
- Only PDF and XML formats are processed via an email alias associated with a journal.
- JPEG files must be processed via :ref:`email alias in the Documents app <documents/upload>`.
To add an email alias to a journal, follow these steps:
#. Make sure an :doc:`alias domain <../../../websites/website/configuration/domain_names>` has been
configured.
#. The default email alias `vendor-bills@` followed by the alias domain is automatically created
and available in the :guilabel:`Advanced Settings` tab of the :guilabel:`Vendor Bills` journal.
#. To change a default email alias, go to :menuselection:`Accounting --> Configuration -->
Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` in the
:guilabel:`Advanced Settings` tab.
#. Configure the connected scanner to send scanned documents to the email alias, if needed.
.. note::
Alternatively, an :ref:`email alias in the Documents app <documents/upload>` can be used to
automatically send vendor bills to the :guilabel:`Finance` :ref:`workspace
<documents/workspaces>` (e.g., `inbox-financial@example.odoo.com`).
.. _accounting/bill-digitization/digitization:
Digitization and data recognition with AI
=========================================
Depending on the :ref:`settings <accounting/bill-digitization/configuration>`, documents are either
automatically digitized or require manual processing if digitization is set to on-demand only.
To manually digitize an :ref:`uploaded document
<accounting/bill-digitization/vendor-bills-upload>`, click :guilabel:`Digitize document`.
Once the document has been digitized, a blue banner appears; click :icon:`oi-arrow-right`
:guilabel:`Refresh` if needed. Review and correct any information uploaded during digitization:
click on the related field(s) to edit them, or click :guilabel:`Reload AI data` to refresh the data.
Then, click :guilabel:`Confirm` to post the document.
.. tip::
Once a document has been digitized, the :guilabel:`Vendor` field remains empty if the vendor
doesn't exist in the database. To add it, click the :icon:`fa-caret-down` :guilabel:`(down arrow)`
in the :guilabel:`Vendor` field; the vendor name appears highlighted in the document preview on
the right. Click it to open a new vendor form with the name pre-filled.
.. note::
The following vendor bill fields are recognized by OCR:
- :guilabel:`Vendor`, :guilabel:`Bill Reference`, :guilabel:`Bill Date`, :guilabel:`Payment
Reference` (only in the Belgian +++xxx/xxxx/xxxxx+++ format), :guilabel:`Recipient Bank`,
:guilabel:`Due Date`, and the currency (in a :doc:`multi-currency
<../get_started/multi_currency>` environment and if the currency is activated).
- From the :guilabel:`Invoices Lines` tab: :guilabel:`Product` description/label,
:guilabel:`Quantity`, unit :guilabel:`Price`, :guilabel:`Taxes` (if the :ref:`tax is activated
<taxes/list_activation>`; this field is not recognized by OCR for the :doc:`Indian
localization <../../fiscal_localizations/india>`), :guilabel:`Untaxed Amount`, and
:guilabel:`Total`.
.. _accounting/bill-digitization/vendor-bills-matching-po:
Vendor bill matching with purchase orders
-----------------------------------------
When a digitized vendor bill is recognized by OCR, Odoo first searches the database for a matching
purchase order and its number. If a match is found, the system copies as much information as
possible from the purchase order to the vendor bill. For example, the vendor :guilabel:`Bill
Reference` number is overwritten by the :guilabel:`Vendor Reference` from the purchase order.
.. note::
- All changes are logged in the chatter.
- A smart button linking to the related purchase order is available on the vendor bill.
To correct any mismatches, update the incorrect fields on the vendor bill.
.. tip::
- Electronic vendor bills with embedded XML ensure more accurate and efficient processing.
- Alternatively, the :ref:`Auto-complete <accounting/vendor_bills/bill-completion>` feature
can be used to transfer information from the purchase order to the vendor bill, without
requiring OCR.
.. _accounting/bill-digitization/pricing:
Pricing
=======
The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to
work. Digitizing one document consumes one credit.
The document digitization feature is an In-App Purchase (IAP) service requiring prepaid credits.
Digitizing one document uses one credit.
To buy credits, go to :menuselection:`Accounting --> Configuration --> Settings --> Digitization`
and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo IAP` and click on
:guilabel:`View My Services`.
To buy credits, :ref:`go to the Settings app <iap/buying_credits>` or :menuselection:`Accounting -->
Configuration --> Settings`, navigate to the :guilabel:`Digitization` section, and click
:guilabel:`Buy credits`.
.. note::
Enterprise Odoo users with a valid subscription get free credits to test IAP features before
deciding to purchase more credits for the database. This includes demo/training databases,
educational databases, and one-app-free databases.
- Odoo Enterprise users with a valid subscription get free credits to test IAP features before
purchasing more credits for the database. This includes demo/training databases, educational
databases, and one-app-free databases.
- XML files don't require OCR credits because they contain structured data that can be processed
directly, without OCR.
.. seealso::
- `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
- `Odoo In-App Purchase Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
- :doc:`/applications/essentials/in_app_purchase`