Digitize and import receipts

Owned by Peter Schöll
Last updated: Okt. 23, 2024
4 min read

Scopevisio can significantly speed up and simplify your work processes if you post digital receipts.

This has the following advantages for you:

  • Document information is read and many details in the posting screen are filled in automatically.
    This is done by OCR full-text recognition or by processing structured (XML) data,
    e.g. for invoices in Zugferd format or XRechnungen.

  • The digital receipt is linked to the booking and is available at all times.

  • All processing is logged and documented in Scopevisio in compliance with GoBD.

In the following, we will demonstrate the preparation and the different import methods using incoming invoices.

Scan receipts

You should scan the remaining paper receipts with a resolution of at least 300 dpi. You can process documents that you have already received in electronic form directly in digital form (see below).

Document separation

You can use the cover sheets provided by Scopevisio to separate the individual receipts from one another. The OCR scan recognizes the cover sheets, splits the file back into the individual documents and the document type - incoming invoice, outgoing invoice or other document - is noted in the document worklist.

In this way, you can combine all your receipts into one batch. You should ensure that you place a cover sheet with the corresponding designation in front of each new voucher; e.g. the cover sheet labeled Cover sheet for incoming invoices in front of the incoming invoice to be scanned. If an invoice consists of several pages, place the sheets one behind the other and separate the invoice from the next document after the last page with a corresponding cover sheet.

Note: Please ensure that the cover sheets are scanned in portrait format.

If you would like to work without using the cover sheets, you can place blank sheets between the individual receipts. In the Invoice receipt book settings , select whether automatic separation should take place after one blank page or after two blank pages.

Cover sheets for document separation

Scopen Functions / Cover sheets and select Invoice receipt settings.

In the Automatic document separation section, mark the recognition of predefined cover sheets with a tick and select the Download cover sheets link. Then save the cover sheets and print them out.

Place the appropriate cover sheet on the stack of invoices that you are scanning. The OCR recognition recognizes the cover sheets, splits the file back into the individual documents and the document type incoming invoice, outgoing invoice or other document is noted in the document worklist.

Batch document import

This method processes approx. 15 documents at once. This is recommended if you initially collect the documents and import them daily, for example. Perhaps your scanner does not have scan-to-mail or you frequently download documents from portals. Each batch can be provided with information for the accounting department. You can specify a document type for each batch, which is why this import is also suitable for importing outgoing invoices. Read more under OpenScope > Document import.

Upload receipts via folder synchronization

The process is similar to importing receipts in a batch, but the import takes place continuously as soon as a new file is stored in the monitored folder. Folder monitoring is started on a client computer so that this computer must always be started. This method is particularly good if you have a separate license for a technical user who is always logged in.

Import receipts directly into the invoice receipt book

You can only upload individual invoices with this method. This procedure is not suitable for a mass import, but is intended for processing the receipt directly afterwards.

You can upload individual invoices in the Rebu overview under Finance > Rebu > Invoice entry . This can be done via drag & drop or via Add or Load from Teamwork. As OCR recognition then starts, your client is blocked for a short time.

Forwarding emails with invoices

You can simply forward emails with invoices to your personal email address and specify the document type in the subject line via [AR] for outgoing invoice, [ER] for incoming invoice or [Beleg] for other document. Of course, you can also send such an e-mail directly.

Suppliers send invoice emails directly to Scopevisio

Create a company email address and share it with your supplier or store it in your supplier's customer area. Future emails with invoices will then be sent directly to Scopevisio.

If necessary, use the scan-to-mail function of your scanner. In this way, you can have the scanner automatically send your incoming documents to Scopevisio and assign the document types correctly.

Transfer receipts from the scanner directly to Scopevisio

The hardware solution in conjunction with Fujitsu brand scanners (ScanSnap ix 100 or ix 500) and the ScanToScopevisio app is no longer offered, but existing users can of course continue to use it.
From modern scanners, you can simply send the receipt image to an e-mail address set up for incoming invoices (scan-to-mail to the personal or, better, the company-wide e-mail address).