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Dynamics NAV OCR Service Implementation

In this article, we will show you how to set up and Implement the Microsoft Dynamics NAV OCR Service in three different ways.

The Dynamics NAV OCR Technology is the new feature that uses added item line capture functionality to automate the data entry process for vendor invoices.

OCR is an abbreviation for Optical Character Recognition. Lexmark ICS (Invoice Capture Service) gives Dynamics NAV OCR Services. The OCR Service feature enables a user to take a picture of a vendor invoice document, sends it to Lexmark ICS Corp. and then imports the invoice back into NAV with a captured details. This saves a lot of time spent on manual entry of information into the system.

Prerequisite

  1. Microsoft Dynamics NAV 2016 and Above.
  2. Lexmark ICS login credentials.

Purpose of the Setup

Our goal is to set up and implement the three different ways of using OCR Services in Microsoft Dynamics NAV.

NAV OCR Service by Manual Process

  1. The User will click on the Incoming Document option or type ‘Incoming Documents’ to open the Incoming document page.
  2. The user will have to upload the Document(PDF/Image) that is to be used in the OCR Service by clicking on ‘Create from File’ option which will upload the file to the ‘Main Attachments’ of an Incoming Document in NAV.
  3. To Send a document to the OCR Service the user will have to click on the Send to ‘OCR Service’ option.
  4. After waiting for some time till the document processing is completed, the User will click in the Receive form OCR Service.
  5. On receiving the OCR Service, Financial Details gets updated in Incoming Document.
  6. The user will Check if the Financial Details received are correct or not
    1. If yes, then the user will have to click on the Create Document option to create the purchase Invoice.
    2. If no, then the user will have to click on Correct OCR Data option and make changes to the required fields and then on Click Send OCR Feedback to correct the OCR Service from making same errors on future incoming documents. The user will then create the purchase invoice by clicking on create document option.
NAV OCR Service

Process from uploading to sending the document using the OCR Service in NAV

Process of receiving to creating the document using OCR Service in NAV

Process of receiving to creating the document using the OCR Service in NAV

NAV OCR Service Using Phone Application

  1. In this case of using the OCR Service, the User uses a camera application instead of manually receiving the document. The User takes the picture of the Invoice Document.
  2. The User will upload the document file (Image) into the Incoming Documents in the NAV mobile app.
  3. A user will then click on Send to OCR Service option once the document is successfully uploaded.
  4. After waiting for some time till a document processing is completed, User will click in the.
  5. On receiving the OCR Service, Financial Details gets updated in Incoming Document.
  6. The user will Check if the Financial Details received are correct or not
    1. If yes, then the user will have to click on the Create Document option to create the purchase Invoice.
    2. If no, then the user will have to click on Correct OCR Data option and make changes to the required fields and then on Click Send OCR Feedback to correct the OCR Service from making same errors on future incoming documents. The user will then create the purchase invoice by clicking on create document option.
Process of Sending Document in OCR Service using NAV Phone Application

Process of Sending Document in the OCR Service using NAV Phone Application

Process of Receiving Document OCR Service using NAV Phone Application

Process of Receiving Document the OCR Service using NAV Phone Application

NAV OCR Service Using Email Feature

  1. OCR Services can also be performed by sending the  Email. Over here the user Emails the softcopy of an Invoice Document as an attachment to the Lexmark ICS Corp.
    (Note: the user, in this case, send an email to Lexmark corp. on the email address was given by Lexmark when the user completes the registration on the Lexmark website.)
  2. An Incoming document is automatically inserted into an Incoming Document Page once it is processed by Lexmark Corp. (OCR Service Provider) in NAV.
  3. The incoming document is processed when it is created. So User needs to Click on Receive from the OCR Service.
  4. On receiving the OCR Service, Financial Details gets updated in Incoming Document.
  5. The user will Check if the Financial Details received are correct or not
    1. If yes, then the user will have to click on the Create Document option to create the purchase Invoice.
    2. If no, then the user will have to click on Correct OCR Data option and make changes to the required fields and then on Click Send OCR Feedback to correct the OCR Service from making same errors on future incoming documents. The user will then create the purchase invoice by clicking on create document option.

Conclusion

The NAV OCR Service has benefited by reducing the amount of time spent in the manual work of data entry. The more the OCR Service system is trained the more accurate results can be obtained. The best use of NAV OCR Service is capturing of line items in the document sent to OCR Services.

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