Client mobile phone receipt OCR

@what, i’ve got this setup with some of my clients wherein they just need to take a shot of their documents or scan them (this is better for readability purposes) then upload them to a shared cloud folder specific to them. By default, the cloud folder they’re uploading it onto is labeled “Pending” and then, whenever I get notifications for new uploads, I’d be able to start working and encoding them to manager. Once encoded, I would then remove these files from “Pending” to a non-shared folder in the cloud specific to the client for archive.

This is similar to how other applications capture their receipts and promise to have them reflect on your system within 24hrs.

@Ealfardan, see this Guide: https://www.manager.io/guides/9817.

I have a dream…

  • I scan a document,
  • it OCR’s
  • I define/select the relevant fields that I want imported into manager (only required initially for this document type)
  • imported/sent to manager
  • the original scan is attached

In short: I take a photo (aka make a scan), review what will be sent to manager input (make any edits I need), hit “DONE/IMPORT/CREATE”, entry completed, scan attached, done.

What I actually do:

  • scan the document, giving it a name of most of the fields I need
  • file the document for manual entry into manager later
  • at some point later I go through the pile of documents
  • make relevant entry into manager (manually)
  • download the scan from the web portal of the app I use
  • attach it to manager
  • when reconciling, if there’s an entry I can’t find it’s usually because the document never made it to “the pile” and I can usually just go to the web portal and locate it and create the entry, then download and attach

I have it in mind to automate the whole process, create a cron job/scheduler that accesses the web portal, downloads new documents, creates the manager entry based on the filename, attach the document.

if anyone has done this, I’d be interested to chat :slight_smile:

@d3mad
A work flow which I find efficient

When invoice received

  • pay it electronically

  • use a delayed payment so it goes through 1 day before it’s due

  • if possible use a unique consistent description

  • scan the invoice with payment reference written on it by hand

When entering into Manager

  • use a bank import

  • use bank rules where possible for repeated transactions

  • for the first of a regular transaction create a new bank rule. For a regular transaction missed by your bank rule, edit the bank rule.

  • for one off transaction edit to enter missing data directly (account and payee/payer)

  • for transactions which need to go to more than one account, edit the transaction individually. Add extra line items. Enter the value of the extra line item by hand. Copy the extra line items amount, type “-“ in the first line item the paste the extra line items amount. There was a suggestion to enhance this further by Manager remembering the initial total and showing the difference during data entry)

  • there was suggestion to support adding attachments at this point (edit not view screen) but that’s not yet possible so must be done as an extra step.

  • let Manager batch process the remaining transactions (all for which existing bank rules work)

Don’t know where you live but in Europe in maximum a couple of years it will be useless since everywhere we will adopt digital invoices. In a Italy it’s compulsory since 1/1/2019.

I think that it is fundamental an XML codec.

You know, it’s very funny you say that, about 5 years ago now I was talking to a friend and was suggesting the automatic / self-service checkouts just have a QR code you could scan, or elsewise you enter you email address and everything would be electronic.

I mulled over the idea for a while and friends suggested I would never get the bug players on board. They will just print the receipt and it will be up to you. I really wanted to push ahead with the idea that you could somehow receive an XML or similar document with the entire transaction in a ready to enter format… but I let them and me talk myself out of it.

I’m not the guy to do that anyway. Where would I start?

Now even some companies in Australia are doing digital receipts. At the moment they’re only PDFs, but it’s a start.

And to hear this is how it in the Italy/the EU—whether now or coming soon, doesn’t matter, it’s—great either way).

@Patch funnily enough, when I do pay things electronically (which is almost everything), I already do have a pretty unique style.

I haven’t tried the imports for a long while and others have summed up what I found frustrating about them, and I realise it’s probably “just me”, but I take your suggestion on board. I really do like the sound of it.

Thanks

There are many DMS that do this through localized OCR. But usually it is used to map internally generated documents, for example a sales invoice, since the format is always the same. How can you do this for every supplier? It would be very complicated.

I have a similar dream. I believe it is achievable and i will soon start to build a solution for this.

you and me both :slight_smile:

Was thinking of building an app to cater for this, but i have to abandon it. the thing with the UUID system is weird working, as you cannot create new transaction by using batch create, as each transaction has a specific key. Well at least i can not find my way around it

That’s not true. UUID is not needed to create a transaction but to link an external table,ie a Client, a Bank account and so on.

I created an app completely from scratch for financing and many other. Have a look at this thread:

This however don’t change my mind that what you want to achieve is not planned properly.

Perfect Davide, found my way too. excellent news. Just double checking with you as this UUID is very new to me if I had to create company X Ltd, and create a set of tax codes and accounts, and manager will issue there UUID. Am i correct in saying that if I create company Y Ltd, whether I manually create or batch create the same tax codes and accounts they will carry the same UUID?

Am I correct, in saying there is no sequence to be followed either? ie if in company x i first created tax codes and then accounts, in company y i need not do same sequence to result in same UUID sequence.

Also both company X and Y are setup and working for two years with the intial setup, on 3 rd year, company x has a unique expense space shuttle flight, so we create new account and the respective UUID. We do not reflect this to all clients

on the 4 th year company y, has same expense space shuttle flight, and we create a manual account for it too. will it have the same UUID as the one in company x?

No. The UUID will be different even if the tax codes will have the same name. The UUID are randomly assigned each time you create a tax code.

Wrong. They will be different.

No

mmm

You can solve this issue in Excel with an additional table which contains the result of Tax Code Batch Create export. You past the results inside this table. Than inside the main table you insert the tax name and you convert it in the correct tax code with a VLOOKUP function which translate the tax name into the correct tax code. In this way, if you have different business everything will be dinamically and not statically linked.

Tax codes imported as part of country localisation are imported with their UUID to enable country specific reporting. In the past most countries had localisation which imported standard tax codes. As a result tax code UUID are/were constant for each country. This feature was recently removed.

UUID for individual business generated database entries are unique to that business. That is why batch update is done on each tab to extract all entries and the key / UUID. External database tools can then be used to construct new batch create entries complete with UUID fields

That’s why I told him that it is not possible. Let’s hope for a solution for this by @Lubos. We should be able to inport all the settings, including Tax Codes and Chart of Accounts and so to have fixed UUIDs.

was going down that route of thought, until your message above “wrong they will be different”. Had to test it out, perhaps i was lucky. but i just created 3 companies and 7 tax codes in eachhgt, all entered in same sequence and all and the field Line.TaxCode matched precisely for all 3 companies. This affirms that it is possible to create basic tax codes and share same setup across the board, perhaps we had misunderstanding between us.

Check out below

Did you create one company with tax codes and “cloned it” or three different companies and then create tax codes in the same order inside each one?

In the first case they obviously will be the same.

In the second case you don’t have guarantee that they will be the same. Don’t know exactly how the engine works (maybe @lubos, the developer, can clarify this definitively) but in any other SQL database the generation of UUID is random. I think that if you do any other type of accounting between one code and another the keys will change. So if you will have to add an additional tax code or an account in the CoA they will have different UUID for sure since in the meantime you may have done different thing in different businesses.

In any case, you cannot base your solution on something which is not standard. As said, if you don’t want to have problems, and if you decide to move as you are planning you will, it is better if you base your linkage to the tax name which you can control by yourself.