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Document Management OCR Invoices - OCR Layouts

Written by Denisa Arjoca
Updated over a month ago

A configuration screen allows you to tell OCR which parts of the image hold relevant information. This screen allows Coins ERP+ database fields (for example ap_invoice.ohd_num, Purchase Order number) to be related to specific areas of the screen.

Creating a new OCR layout

  1. Go to Document Management Links.

    Document Management Links Browse

  2. Follow the link in the Table field. This opens a new Layout Creation screen for that document type (for example, ap_invoice - accounts payable invoice).

    OCR Layout Screen

  3. Click Add (Add Button).

  4. In the Layout field, enter the supplier number (avm_num). If you enter a valid supplier number, the Description is filled in automatically. To set up additional layouts for the same supplier, add an underscore followed by a unique value to the end of the supplier code; for example BLA001_CB1.

  5. Click Save (Save Icon).

Once a new OCR layout has been created, or to edit an existing layout, click the link in the Layout column to open the OCR Setup screen.

OCR Setup

When you have selected an OCR layout, the OCR Setup screen opens.

OCR Setup Screen

Image Templates

  • If you are setting up a new layout, Coins ERP+ prompts you to upload either a PDF or TIF file for the layout. Select a file, and click Upload.

    Upload File Prompt

  • If you want to change an existing layout to use a different image template, click the Upload Template button, select a file, and click Upload.

When you close the upload prompt, the image is automatically loaded ready for adding the zones.

Identifying Data on the Layout

You can add a new data zone:

  1. In the blank field drop-down at the bottom of the list, select the field you want to identify.

    As you choose each keyword, a new drop down box appears below it to allow you to configure another keyword.

  2. If you choose a field that has an extent (for example Balance - ain_cur_balance), an additional field opens to allow you to enter the extent. Usually this will be 1.

  3. If the text you want to identify contains spaces, check the box to the right of the h% field.

  4. Move and resize the selection zone at the top left of the image so that it covers the text you want to identify.

  5. Click Save.

    The grayed-out field to the right shows the data Coins ERP+ has found in the zone.

Scanned Image with Data Highlighted

You can modify the location of the keyword on the image:

  1. You can move and resize the zone as follows:

    • Click and drag the zone or its edges.

    • Use the keyboard shortcuts: x moves the zone right, and Shift+x moves it left; y moves it down, and Shift+y moves it up; h increases the height, and Shift+h decreases it; w increases the width, and Shift+w decreases it.

    • Uncheck the Hide Coordinates box, and enter the x and y positions and the width and height of the zone (as percentages of the image’s width and height) in the x%, y%, w% and h% fields below the fieldname.

  2. Click Save.

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