Check an imported document
The fields to check on the verification card, correcting lines and VAT, linking the supplier and the limits of automatic reading.
The Verification step is the only moment when you review what Novadesko Intelligence has understood. One card per file, with a preview on the left and the fields on the right. Everything can be edited before Confirm import; afterwards, the document is corrected like any other.
- On a phone the same fields stack in one column.
- Check the amounts that were read.
- The Confirm import button is at the bottom of the screen, next to Back.
What you will do
- check the third party, the number and the dates;
- review each line and its VAT rate;
- choose a purchase category;
- confirm, then find the document in the list.
The fields to check
| Field | What to check |
|---|---|
| Type | Purchases, Invoices or Credit Notes. Change it here if the file is not of the type chosen at step 1. |
| Reference | The number printed on the document. It is used for duplicate detection and bank reconciliation. |
| Supplier or Customer | The name read, with the VAT number underneath. A green tick shows that an existing record is selected. |
| Category | Purchases only: the category suggested from the supplier or the label. Search by name or code. |
| Date | Issue date. |
| Due date | Taken from the document; otherwise equal to the date. |
| Description | Free text, optional. |
Link the third party
- Type in Supplier (or Customer): the list offers your records by name or by VAT number.
- Select a record, or click Create the supplier « Name » to create one with the VAT number read.
- If a record already carries this VAT number or this name, it is selected instead: "Existing supplier selected".
The automation settings of the supplier record (default category, quick payment) apply to documents imported by OCR just as they do to those received via Peppol.
A third party is mandatory: without a supplier on a purchase, or without a customer on a sale, the import is refused with "Please enter a supplier".
Correct the lines and the VAT
The LINES block lists each item read, with four columns.
| Column | Rule |
|---|---|
| Unit excl. VAT | Unit price excluding VAT. |
| Qty | Quantity, 1 by default. |
| VAT | Rate chosen from your VAT rates; 21% if nothing is read. |
| Total incl. VAT | Calculated. If you type the VAT-inclusive amount from the document, the unit price excl. VAT is recalculated from the quantity and the rate. |
Add creates a line, the bin icon deletes one. The Total excl. tax, VAT and Total incl. tax totals are recalculated live: compare them with the footer of the original document.
When no line could be built, the card shows "No lines detected. Total read: €100.00 excl. VAT · €121.00 incl. VAT." In that case, add a line with the total excl. VAT and the right rate.
A document with several rates (catering, fuel) must have one line per rate. Check that the Total incl. tax lands exactly on the amount paid.
Confirm
- Click Confirm import. The button stays greyed out as long as no card is ready.
- The imported cards disappear; a message "n document(s) imported" is shown. A card in error stays on screen with the reason.
- The document is in the Purchases or Invoices list, with the original file as an attachment and the OCR badge.
You can then complete it (payment, category, VAT period) from its record.
Limits of automatic reading
OCR reads printed text. Handwritten notes, blurred or badly framed photos and very high-contrast documents produce empty or wrong fields: always re-read the reference, the date and the totals. Drop one file per document; a PDF that bundles several invoices is processed as a single document. A file over 20 MB is refused.
Other situations:
| Message | What to do |
|---|---|
| Analysis in the background | The server carries on; close the window and find the document in the list a little later. |
| Error: "OCR analysis failed" | Remove the file and drop it again. If the error persists, enter the document manually. |
| "Network error - check your connection" | Check the connection, then upload again. |
| Duplicate badge | See Duplicates. |