New PDF view when encoding invoices
At this moment, we are in the process of transferring all Spend Cloud environments to a new OCR solution, SmartScan. Would you like to read more about the benefits of invoice processing with SmartScan? Then read the article Invoice Processing with SmartScan. When you view an invoice in the 'Coding' menu, you will see (or may have already seen if your environment has been switched to SmartScan) a modified version of the PDF with markings indicating which parts of the invoice have been recognized by the OCR. These are identifiable by the colored boxes on the PDF. In some cases, such as with secured PDFs, this can result in the modified version not being properly displayed, leading to a blank page when coding.
To address the above situation, a new PDF display method has been implemented. This new method does not show the markings and does not include a red entry number on the PDF. Additionally, the PDF is no longer compressed, and you can now view all pages within the PDF viewer. This ensures that the Spend Cloud does not have to recreate the PDF of the invoice, preventing incorrect or missing displays of the PDF.
Journal number on PDF Invoice
The red entry number will therefore no longer appear on the PDF. We have noticed that for some users this was an added value, as it allowed them to quickly see in their financial software to which entry number the PDF belonged. However, there are still ways to view the entry number. Firstly, the filename of the invoice remains the same as the entry number, for example, 0124123456_org.pdf or 0124123456.pdf. Additionally, in almost all web services, the entry number is transmitted as a reference number or under a similar name to the financial software, allowing you to always see the relevant entry number with the booking.
It is also possible to display a coded PDF in the Spend Cloud archive. You can download this by hovering your mouse over the invoice and clicking on the 'Show PDF and coding' icon. This will provide a PDF with the coding, including the entry number, followed by the original invoice PDF. If you export invoices with a web service to your financial software, it is also possible to export this coded PDF. However, please note that if invoices are pre-registered, the coding may be incomplete, as it can be modified after pre-registration and will not be updated in the PDF. The entry number and PDF remain unchanged and are therefore always correct. Want to know if this is possible with your financial software? Contact our support department.
New view
In the new view, it is still possible to select text from the PDF. By using copy (Ctrl + C) and paste (Ctrl + V), you can transfer text from the invoice into the fields. You can also select the text by hovering over it with your mouse, double-clicking the text, right-clicking, and then choosing Copy. Afterward, paste the copied text into the field by right-clicking in the field and selecting Paste from the menu.
Additionally, we no longer affix the journal number in the corner of the invoice.
Old View
New view
Related Articles
Disapproved invoices
In the Invoice Processing / Disapproved menu, you will find all the invoices that have been disapproved during the review process. Modifying and Resubmitting a Disapproved Invoice A disapproved invoice is assigned the status 'Disapproved - New.' By ...Encoding an invoice
In the Coding menu, you'll find all the invoices that can be processed (coded). By clicking on a row or the pencil icon from the overview, you can access the page where you can code the invoice details. Encoding Invoices When you start encoding an ...I cannot find the right creditor during encoding
If the creditor doesn't show in the list of creditors, it may be a new creditor, which has not yet been added to Spend Cloud. Check whether the creditor appears via Application management> General> Relations. If the creditor does not appear in this ...How can I receive XML invoices in the Spend Cloud?
The (design) objective of XML is simplicity, uniformity and usability. In order for these invoices to be read by all computers worldwide, certain rules have been laid down on how an XML invoice must be constructed. This set of standard rules ...What can you do if an invoice does not open in a new screen?
Within the Invoice Processing module, you can set different menu items to open the PDF of an invoice in a separate screen when you open an invoice. In this article, we explain what to check if this does not happen. Two things influence this: The ...