How to Import electronic documents via OCR Using the Lexmark ICS for Microsoft Dynamics NAV 2016

How to Import electronic documents via OCR Using the Lexmark ICS for Microsoft Dynamics NAV 2016

Hello everyone, I hope you are having a good day. My name is Christos Pittis, and I am a Microsoft Dynamics NAV Consultant. In this episode, I am going to show you how to register as a Readsoft Online user, how to setup the Lexmark Invoice Capture Service and finally how to import electronic documents in NAV.
The real benefit of this feature is to be able to receive and convert electronic documents.
You can receive electronic documents from an OCR service that has turned your PDF or image files into electronic documents.
Open your Microsoft Dynamics NAV 2016 client and search for OCR Service Setup. Click on it.
Find the Set URL’s to Default button which is under the HOME tab on the top and click on it. In this way, you can set the correct service URL’s in the Service fast tab. Click on the web icon next to the Signup URL so you can be redirected to the following website https://store.readsoftonline.com/nav
Click on the FREMIUM option so you can test it out for free. Click Add to Cart and then checkout. No worries, you are paying anything at the moment. The total amount is zero, and it’s just a free trial. Enter your company credentials; some fields are optional and some mandatory. Click next. Click on the Agree Service message and then Confirm. Now, you should expect to receive an email containing the following info we need to setup NAV:

1. Username
2. Password
3. Authentication Key

Go to your email account and copy those elements into the respective fields in the OCR Service Setup page in Microsoft Dynamics NAV 2016. After completing this piece of work click on the Test Connection on the top. You will get a confirmation message “Connection Succeeded”.
Click OK to close the page so you save the information in it. Reopen the OCR Service Setup page and go to the Default OCR Doc. Template field and lookup to select an OCR Service Document Template option that suits your needs. In this example, I select GBRPO British invoices with line items. Finally, place a check mark on the Enable button. The following warning pops up:
“Job queue entries for send and receiving electronic documents have been created. Do you want to open the Job Queue Entries window?”. Click yes, to the entries. Click ok to close that page. Click ok to close the OCR Service Setup page as well.
In the search bar search for Incoming Documents page. Click on it. Click on the Create From File button which is on the top and under the HOME tab. Locate your PDF file. Select it and click Open to import it. Maximize the page and click on the Send to OCR Service button. You will receive a confirmation message “The document was successfully sent to the OCR Service”. Click ok to the message. Wait a few moments and click on to the Receive From OCR Service button so to receive the file back. You will get a confirmation message “The document was successfully received”.
Close the message and click on the Correct OCR Data button so to check the data and correct any mistakes. The most important benefit of this exercise is that you “train the OCR Service” so to receive more precise data in the future. You can even add data, for example, Document Date, Due Date, etc. After completing this task, click on to the Send OCR Feedback button.
Now it’s time to create a Purchase Invoice automatically.
Go to the Incoming Documents page and click on the Map Text to Account, so the system knows what the default debit and credit accounts are for non-item lines. You can also do it from the Setup Default Accounts page.
Enter your trading partner’s name in the Mapping Text and G/L accounts in the Debit Acc. No and Credit Acc. No fields. Click ok to close this page.
Click on the Create Document button so to have the system create a Purchase Invoice for you. You will get a confirmation message “The Purchase Invoice (number) has been created”. Click ok to close the message and go to the Purchase Invoice page to locate your newly created document.
Voila! Τέλεια!
Thanks for reading this blog post and watching my YouTube video. You can connect with me on LinkedIn   / christospittis   or 365 talent portal https://www.365talentportal.com/

Christos Pittis
Microsoft Dynamics NAV Consultant






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