In this article we explain how you can easily process receipts with Zenvoices.
Submitting
With the Zenvoices app you can quickly and easily send photos of receipts to your Zenvoices administration. With the camera function of your smartphone or tablet you take a photo of a receipt, after which you can crop the photo and add a description. After confirmation the photo is sent to your administration.
Reading
In the step 'Upload & read' the receipts submitted via the mobile app can be read individually or in bulk.
Tip
By adding the sender (submitter) to the trusted list with origin 'Mobile app', you can ensure that documents sent via the mobile app are automatically read.
Approve booking proposal
Receipts that are submitted via the mobile app also receive a recognition score during reading. This quickly shows how certain it is that the receipt data has been recognized correctly.
Below are some points of attention to make processing photographed receipts easier:
Teach once
After a receipt or invoice submitted via the mobile app is read, it is shown as a booking proposal under 'Bookings' in 'Incomplete' or 'To check'. If no software account is recognized or the software account still needs to be created, the document is shown under 'Incomplete'. By default, Zenvoices creates booking proposals based on the booking method 'Last booking' for documents shown under 'To check'. By completing a booking this booking method is saved as the default for future bookings for that software account, unless configured otherwise.
Tip
Use variables to automate the description in bookings.
Generate invoice number for receipts
Receipts usually do not contain an invoice number, but most accounting packages require one. Zenvoices therefore generates the date as the invoice number by default when processing receipts for booking in the accounting package.
Example: for a receipt dated 23 May 2021, the proposed invoice number will be '23052021'.
Generate invoice date + unique identifier as invoice number for receipts
At administration level it is possible to propose the invoice date plus a unique identifier as the invoice number. This is useful when multiple receipts from the same relation on the same day need to be processed.
To configure this go to Manage / Environment / Administrations and click 'Edit' for the relevant administration. In the 'Journals' tab click 'Edit' for the relevant journal and go to the 'Booking proposals' tab. Here you can choose one of the following options for determining the invoice number for receipts:
Recognized date (ddmmyyyy)
Recognized date (ddmmyyyy) + unique identifier
Recognize document type
At creditor level you can configure how the document type should be recognized. The following options are available:
Automatically recognize
Receipt
Invoice
If the document type is set to receipt, the invoice number will always be generated automatically when it is not recognized. In this article you can read how to adjust, among other things, the document type determination in bulk.
Automate receipt processing
It is possible to automate the process from uploading a photo with the mobile app to creating the booking in the accounting package according to your preferences. For example, you can automatically select a collective creditor based on recognized text on the document and determine which rules should be applied to fully automate the booking of a receipt. Read more here about the functions and possibilities to fully automate the process from uploading a receipt via the mobile app to booking it in your accounting package.
Keywords: scan & recognize receipt app