The PDF Capture function in SapphireOne automates the process of reading and processing PDF invoices, significantly reducing manual data entry errors and improving efficiency. This guide will teach you how to set up, map, and manage PDF Capture to streamline your accounting tasks. the steps are as follows:
- Ensure that the PDFs are real/native PDFs, as scanned PDFs cannot be processed by SapphireOne.
- To check if a PDF is real/native, move your cursor over the text. If it changes to an I-bar, it is likely a real/native PDF.
- Navigate to Workbook > General > PDF Capture.
- Click on the Upload PDF button located in the lower-left corner of the screen. A standard file search pop-up will appear.
- Select the PDF you wish to upload.
- SapphireOne will check if the PDF matches any previously saved mappings.
- If a match is found, SapphireOne will automatically use the mapping to create a transaction.
- If the PDF has already been entered, a message will be displayed.
- If there are issues with generating a transaction, an error message will be shown.
- If no mapping is found, a ‘Mapping not found’ message will appear.
Creating a New Mapping
- Hover over the line and select Create new mapping.
- Mapping the PDF
- Title – Enter a title for the PDF Mapping record.
- Vendor – Enter the Vendor ID. This field is wildcard searchable.
- Expense – Enter a General Ledger Expense account. This field is also searchable.
- Primary Fields – Map the seven primary fields to the corresponding cells in the PDF.
- Transaction Lines – Map the seven fields related to transaction lines.
- Unique Area Selection – Select a unique area of the invoice for the Master Link, such as an ABN or telephone number. Avoid selecting any cell that will be used by other links.
- Proceed with Linkages – Continue mapping the fields from the Internal Reference number to Line Project as required.
- Changing Links – To change a link, select it again in the right-hand column and choose a new location or cell from the PDF.
- Page Selection – Use the Page button to select the First Page (default), Last Page, or All Pages, depending on where the relevant information is located.
- Exiting the PDF Mapping Function
- Cancel – Cancels the current mapping procedure without saving changes.
- Save Mapping Only – Saves the mapping for future use without creating a transaction.
- Save Mapping & Create Transaction – Saves the mapping and creates a transaction in SapphireOne.
- Viewing Created Transactions
- To view the created transaction, navigate to:
- Accounts > Payables > Transaction Inquiry for Vendor Invoices (VI).
- Inventory > Sales > Transactions Inquiry for Order Client Invoices (OCI).
For more detailed information, please refer to the Workbook > General > PDF Capture article.