Introduction #
Automatic data capture from a PDF, also known as OCR (optical character recognition), allows you to automatically extract information from a PDF document (such asinvoice or purchase order) to pre-fill a record in Kafinea. This feature uses artificial intelligence to recognize and interpret the content of documents.
1. How it works #
- From the relevant module (e.g., Vendor Invoices), use the auto-fill feature
- Upload the PDF document to be analyzed
- Kafinea automatically extracts the following information: supplier, date, amounts, line items, and reference numbers
- The form fields are pre-filled with the extracted data
- Check and correct if necessary, then save
Important: Auto-fill is a data entry assistance tool. The user must always verify the extracted data before saving, particularly amounts and references.
2. Supported documents #
Autocomplete works primarily with:
- Supplier invoices: extraction of supplier information, dates, amounts (excluding and including tax), and line items
- Purchase orders: extracting product codes and product lines
The quality of the extraction depends on the readability of the PDF and the document's structure.
3. Frequently Asked Questions #
Does automatic text recognition work with scanned PDFs?
Yes, provided the document is legible enough. Digitally generated PDFs (not scanned) produce better results.
What should I do if the data extraction is incorrect?
Manually correct any misinterpreted fields before saving. The tool improves over time by learning the formats used by your regular suppliers.
Is this feature available for all modules?
No, it is primarily available for purchasing modules (vendor invoices, purchase orders). Availability depends on your instance's configuration.