Business Central Incoming Documents Set Up - Locus IT Services

Business Central Incoming Documents Set Up

Locus IT ServicesMicrosoft Dynamics NAV / NavisionBusiness Central Incoming Documents Set Up

Business Central Incoming Documents Set Up

If you create general journal lines from Business Central Incoming Documents Set Up records, you must specify on the Incoming Documents Setup page which journal template and batch to use.

If you do not require that users create invoices or general journal lines from incoming document records unless the documents are first approved, you must setup approvers on the Incoming Document Approvers page.

Once the Incoming Documents feature is setup, you can utilize the different functions to analyze the expense receipts, control OCR tasks and change the incoming document files, manually or automatically, to the relevant documents or journal lines.

Business Central Incoming Documents Set Up Steps

1. To Set Up the Incoming Documents Feature

  • Choose the search icon, enter Incoming Document Setup, and then choose the related link.
  • Fill in the fields as necessary. Hover over a field to read a short description.

2. To Set Up Approvers of Incoming Document Records

  • Choose the search icon, enter Incoming Document Setup, and then choose the related link.
  • On the Incoming Documents Setup page, choose the Approvers action.

The Incoming Document Approvers page shows all users that are set up in Business Central.

  • Select one or more users that can approve an incoming document before a related document or journal line can be created.

Once the approvers have been setup on the Incoming Document Approvers page, only those users can approve an incoming document if the Require Approval To Create check box on the Incoming Documents Setup page is selected.

3. To Set Up an OCR Service

  • Choose the search icon, enter OCR Service Setup, and then choose the related link.
  • Fill in the fields as necessary. Hover over a field to read a short description.

The external files can be attached at any process stage, including to posted documents and to the resulting vendor, customer and general ledger entries.

To store an external document in MS D365 Business Central, you must first create or complete an incoming document record. You can execute this manually, or you can take a photo of the external document and then create the incoming document record with the image file attached.

From PDF or image files that you get from your trading partners, you can have an external OCR service generate electronic documents that can be converted to document records in Business Central.

For example, when you get an invoice in PDF format from your vendor, you can forward it to the OCR service from the Incoming Documents page. Otherwise, you can send the file to the OCR service by email. Once when you receive the electronic document back, a related incoming document record is automatically created.

After some seconds, you will get the file back from the OCR service as an electronic invoice that can be converted to a purchase invoice for the vendor. For more information on how to perform Microsoft Dynamics 365 Business Central Incoming Documents Set Up, please contact us.

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