Document Capture
Digital Invoice Workflow for Business Central Users
Document Capture is an end-to-end solution to import, register, approve and archive complete purchase invoices and credit memos directly into Business Central. Other document types can be handled in a similar, easy manner - all of this happens with minimal user involvement. This saves you both the time and hassle of having to register incoming documents manually - no more typing is needed.
Reduce or Eliminate Manual Data Entry and Typing
Working in finance, you’re probably familiar with the aim to minimize manual data entry and typing when handling purchase invoices, credit memos, and other types of incoming documents.
A document is either a scanned paper document, a PDF file, or an XML file that’s imported into Document Capture. Incoming PDF files are automatically downloaded from predefined e-mail addresses. Built-in OCR technology automatically transfers relevant information from the document to the corresponding fields in Business Central, making it fast and efficient for you to register and work with incoming documents.
The solution supports a wide range of document formats, PDF files, and electronic documents with out-of-the-box support for major XML-based invoicing formats.
In short, you get a complete solution to communicate effectively with your vendors worldwide.
Advanced Capture
Capturing data happens when lines are recognized on an invoice or credit memo and transferred to purchase lines. The information you need to capture depends on the specific type of document. You handle all your documents in the same place regardless of the document type.
If you need to import complex documents or have a high volume of documents from multiple different vendors, such as a purchase invoice, a sales order, a contract, an item certificate, a shipping note, a customer statement, etc., you will have an automated workflow for handling these.
Order Matching
When you’re working with purchase orders and returns, you’ll benefit from having a system that can match documents automatically. The order match functionality in Document Capture matches incoming business documents such as purchase invoices and credit memos with other related documents, such as purchase orders, return orders or shipments.
All your documents are compared to ensure that there’s consistency between them, meaning that if the documents match (for example, in terms of price or number of items), they can be processed and approved automatically.
Document Approval
If you want to approve your purchase invoices and credit memos before posting them and paying your vendors, Document Capture enables you to approve documents from Business Central or the Continia Web Approval Portal. This access means that everyone in the organization can access the approval workflow anytime.
At the same time, you have direct access to the digital archive, meaning you always have the correct information and insights when needed.
Your Own Electronic Inbox - Built Inside Business Central
Through the Continia Delivery Network service, Document Capture connects your company to the Peppol eDelivery Network, enabling you to receive electronic purchase invoices and other e-documents in the correct format.
This means you can communicate with any customer or partner connected to the Peppol eDelivery Network, convert documents to Peppol’s format, and receive documents to and from all your trading partners.
You sign up to the Continia Delivery Network directly from Business Central - no third-party service providers need to connect you to the Peppol eDelivery Network.
Read more about Continia Delivery Network.
Feature Overview
Essential
Handle purchase invoices and credit memos as PDF-files or electronic documents and recognize header fields using OCR technology.
Mandatory
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Automated setup and configuration
Benefit from a quick and easy setup as everything is installed with a standard configuration when you start
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Automated notification (Assigned To Me)
Set up the possibility to add comments on the Assigned To Me page.
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Dedicated e-mail addresses
Receive PDF and XML documents attached to e-mails with dedicated e-mail addresses provided by Continia
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Award-winning OCR recognition
Recognize header information using OCR, such as invoice number, invoice date, due date, total amounts etc.
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Continia Delivery Network
A unique service that integrates with the PEPPOL eDelivery Network enabling you to receive electronic purchase invoices and credit memos directly in Microsoft Dynamics 365 Business Central.
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Handles all XML formats
The solution comes with out of the box formats, PEPPOL BIS 3, OIOUBL, OIOXML, UBL, EHF, SVEFAKTURA, EBINTERFACE, XRECHNUNG, ZuGFerd, Finvoice and UTS. Other formats than these are easy to add with simple configuration.
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Purchase invoices and credit memos
Create purchase invoices and credit memos from OCR-recognized PDF-documents
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Manual split and merge
Split a group of invoices from a single PDF-document into multiple invoices
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Configurable templates and fields
Set up custom fields to recognize from invoices and credit memos, such as dimension codes
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Batch processing and registration
Register invoices and credit memos either one-by-one or register all in one go
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Full document archive
Find and see the original PDF and XML document of an invoice in seconds by using the standard built-in Navigate-functionality
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Drag-and-drop
Drag-and-drop any file attached to an invoice, credit memo or vendor
- Export documents (for auditing purposes)
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Fraud check
Several checks ensure a thorough validation, i.e. bank account, etc. to avoid fraud.
Advanced Capture
Do you have complex documents, several companies, need to capture lines, or need to process other types of documents too?
Additional functionality
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Line recognition
Recognize lines on an invoice or credit memo and transfer them to purchase lines
- Automatic line calculation
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Process unlimited document types
Create and OCR-process other document types, such as sales orders, contracts, delivery notes, purchase receipts, attaching files to vendors, customers, and employees, etc.
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Automated split and merge
Automatically split a group of invoices in a single PDF-document into multiple invoices or credit memos
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Company identification
Receive all documents with one e-mail address and have them automatically distributed to the right companies
Order Matching
Match purchase invoices to existing orders, posted receipts, return orders, and posted return shipments.
Additional functionality
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Automated matching
Match invoices and credit memos automatically to an existing purchase order, posted receipt, return order or posted return shipment
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Matching on totals
Match invoices either by order number and total amount with the corresponding purchase order or posted receipt
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Matching line-by-line
Match by using vendor item number, quantity, unit price, and line amount to find corresponding purchase order lines or posted receipt lines. Please note that this functionality requires the Advanced Capture feature module.
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Matching overview
Get a clear overview of matched, unmatched, partially matched documents.
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Add and split order line
Add new lines or split existing order lines directly from the matching page during the purchase order matching process.
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Variance handling
Configure the purchase order/receipt match to allow unit price variance on the invoice line.
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Serial number match
Assign the invoice lines to the lot/serial numbers during matching.
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Multi-document match
One invoice can be matched to multiple receipts or orders, match one-to-many, or many-to-one.
Document Approval
Add a wide range of functionalities necessary to handle an end-to-end approval workflow.
Additional functionality
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Continia Web Approval Portal
Enables all employees with no direct access to Continia Document Capture 365 to gain the same opportunities to approve invoices and other documents. No matter where the employee is located and no matter the device, all that is required for accessing and approving documents is internet access. NOTE: Continia Web Approval Portal requires a Team Member for Microsoft Business Central as a minimum.
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Automated approval
Configure automatic approval of invoices and credit memos if amounts are within predefined thresholds (requires Order Matching module)
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Approval flows
Set up an unlimited number of approval flows, and assign them to individual invoices, or all invoices from specific vendors
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Approval sharing
Use approval sharing to share the approval of one person to another, or set it up to allow a manager to see all approvals within their department
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Four-eyes approval
Configure a threshold that triggers four-eyes approval for all invoices exceeding that threshold.
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Forcing approval
Allow a superuser to force the approval of invoices and credit memos if company policies allow it
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Documents on hold
Put an invoice or credit memos on hold to show that it has been reviewed, but not ready to be approved
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Out of office
Set up a substitute to handle approvals of an approver, when he or she is out of office for a longer period
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Forwarding documents
Allows an approver to forward invoices or credit memos manually to a specific user
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Amount and dimension validation
Ensures that the sum of all purchase lines matches the total amount on the received purchase invoice or credit memo
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Account and dimension permissions
Allows you to enforce company policies of who can approve on which accounts and dimensions
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Full audit trails
During the approval process each version of a purchase invoice or credit memo is logged, so you can always go back in time and see who approved what and when
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Purchase allocations / pre-posting
Ability to have the total amounts posted to the general ledger when an invoice or credit memos is out for approval
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Support for Intercompany purchase document fields
Specify Intercompany-related information in purchase documents during the approval process.
Purchase Contracts
Get an excellent overview of your purchase contracts, subscriptions, and recurring costs and manage them all from one place.
Additional functionality
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Manage recurring costs from one place
Centralized management and storage of all purchase contracts, subscriptions, and other recurring costs.
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Register invoice as contract invoice
Creation of contracts with all relevant information, such as vendor, pricing, contract start and end dates, and detailed contract lines, along with the ability to create contracts directly from a recurring invoice. Additionally, contract details are auto-filled when invoices are processed in the document journal.
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Review contracts
Review contracts easily from either Business Central or the Continia Web Approval Portal using an intuitive user face where you can change lines, review and cancel contracts, and add attachments and comments.
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Auto-approve recurring invoices
You can automatically approve recurring invoices within allowed tolerances, based on reviewed contracts.
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Easy overview of renewal dates
You get an easy overview of contracts that need to be sent for review, the ability to review all contracts before the beginning of a new fiscal year, and the option to have the review process started automatically at regular intervals based on company policies.
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Email notifications for review
Email notifications are sent to contract reviewers when contracts are due for review
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History and statistics right at hand
You get a comprehensive archive containing all contract-related documents and files from the contract card
Trusted by ~15,000 customers
Discover Even More Benefits
XML Import
Take invoice automation to the next level by processing Peppol and XML-based vendor invoices directly in Business Central.
Work Remotely as a Team
Our solutions provide a set of collaborative tools to enhance productivity for remote employees.
Continia Delivery Network
With the Continia Delivery Network, you can integrate with and gather all of your data exchange networks in one place.
Dive Deeper with a Demo
Welcome to the Document Capture solution demo
Duration 0:23 Minutes
Document Capture role center in Business Central
Duration 1:08 Minutes
Import PDF and XML documents
Duration 0:47 Minutes
Recognize and register PDF
Duration 4:06 Minutes
Recognize lines in PDF invoices
Duration 2:39 Minutes
Order match
Duration 2:12 Minutes
Recognize and register XML
Duration 4:19 Minutes
The purchase invoice list
Duration 1:29 Minutes
Approve documents in Continia Web Approval Portal
Duration 1:47 Minutes
Approve documents from Business Central
Duration 1:18 Minutes
Post a purchase invoice
Duration 0:35 Minutes
Navigate documents
Duration 1:14 Minutes
Search for any document
Duration 1:14 Minutes
Documentation
Visit Continia Docs to find all documentation aimed at end-users, developers, and IT professionals. Check out the most used technical information and tutorials here.
Minimum requirements for on-premises
Minimum requirements for Business Central Online
Version Overview
On-premises customers can benefit from upgrading to newer versions and experience greater value from the latest functionalities, updates, and technical improvements. Get an overview of upcoming and already released features here.
User Information
Take a look at our user guides that explain in detail how to carry out various business processes, including installation and configuration. You will also find a detailed overview of supported countries for importing electronic documents.
Technology Partners
Microsoft
The core of all Continia solutions is to streamline and automate administrative tasks in Microsoft Dynamics NAV and Microsoft Dynamics 36...
ABBYY
Continia Document Capture uses the OCR-functionality of ABBYY FineReader to enrich received paper and PDF documents with data.
Using Google Maps, mileages are auto-completed and the accurate calculation of distances makes it easy to reimburse employees correctly.