Introduction #
Automatic entry from a PDF, also known as OCR (optical character recognition), automatically extracts information from a PDF document (supplier invoice, purchase order, etc.) to pre-fill a record in Kafinea. This feature uses artificial intelligence to recognise and interpret the content of documents.
1. How it works #
- From the relevant module (e.g.: Supplier invoices), use the automatic entry action
- Upload the PDF document to analyse
- Kafinea automatically extracts the information: supplier, date, amounts, line items, references
- The form fields are pre-filled with the extracted data
- Check and correct if necessary, then save
Important: Automatic entry is a data-entry assistance tool. Extracted data must always be checked by the user before saving, especially amounts and references.
2. Supported documents #
Automatic entry mainly works with:
- Supplier invoices: extraction of the supplier, dates, amounts excl./incl. tax, line items
- Purchase orders: extraction of references and product lines
The quality of extraction depends on the readability of the PDF and the structure of the document.
3. Frequently asked questions #
Does automatic entry work with scanned PDFs?
Yes, provided the document is sufficiently readable. Digitally generated (non-scanned) PDFs yield better results.
What should I do if the extraction is incorrect?
Manually correct the misinterpreted fields before saving. The tool improves over time by learning the formats of your usual suppliers.
Is this feature available for all modules?
No, it is mainly available for purchasing modules (supplier invoices, purchase orders). Availability depends on your instance configuration.