Invoice Capture Center

User's Guide
Invoice Capture Center
User's Guide
Rev.: V7.0 (2012-12-03)
Open Text Document Technologies GmbH
Max-Stromeyer-Straße 116
D-78467 Konstanz – Germany
Phone: +49 7531 87 0

Support:
Phone: +49 89 4629 2121
E-Mail: de-support@opentext.com
Internet: http://www.opentext.com/2/global/services-home/services-support-contact.htm

Copyright  Open Text Document Technologies GmbH

RecoStar is a registered trademark of Open Text Document Technologies GmbH

ACKNOWLEDGEMENTS
Portions copyright  2003-2009 AllMyPapers.
Portions copyright  2008 Artifex Software Inc.
This software is based in part on the work of the Independent JPEG group.
Portions copyright  2001 URW++. All rights reserved.
This work uses Boost C++ libraries.
SAP®, R/3® and SAP CRM® are registered trademarks of SAP AG.
Adobe® is a trademark of Adobe Systems Incoporated.
Microsoft®, Microsoft SQL®, and Microsoft Sharepoint® are either registered trademarks or trademarks of Microsoft Corporation in
the United States and/or other countries.
Artifex®, the Artifex logo, Ghostscript®, and the Ghostscript logo are registered trademarks of Artifex Software Inc.
PostScript® is a trademark of Adobe Systems Incorporated.
PCL® is a trademark of Hewlett Packard Company.
All other products or company names are used for identification purposes only, and are trademarks of their respective owners. All
Contents
Introduction 1

Validating Documents 2
Overview ................................................................................................................................... 2
Fields ......................................................................................................................................... 3
Starting Validation ..................................................................................................................... 3
Opening an Application ............................................................................................................. 4
Opening Documents .................................................................................................................. 4
Field Mode ................................................................................................................................. 5
Table Mode ................................................................................................................................ 7
Searching Vendors ..................................................................................................................... 7
Marking Invoices for Training ................................................................................................... 8
Terminating Validation .............................................................................................................. 8
Rejecting a Document ................................................................................................................ 9
Correcting Documents Using the Mouse ................................................................................. 10
Capturing Data Using Single Click Entry ................................................................. 10
Capturing Adjacent Words Using the Mouse ............................................................ 11
Capturing a Text Block Using the Mouse ................................................................. 12
Capturing Arbitrary Words Using the Mouse ........................................................... 12
Capturing Data Using the Keyboard ........................................................................................ 14
Working with Table Fields ...................................................................................................... 14
Adding Table Rows ................................................................................................... 15
Deleting Table Rows ................................................................................................. 15
Changing Layout of the Validation Window ........................................................................... 15
Showing the Fields Above the Document ................................................................. 16
Arranging the Fields in Several Columns .................................................................. 16
Showing the Field Names Before or Above the Fields ............................................. 16
Switching to Table Mode .......................................................................................... 16
Changing User Interface Language ......................................................................................... 16
Controlling Document Presentation ......................................................................................... 17
Enlarging or Reducing the Document ....................................................................... 17
Rotating the Document .............................................................................................. 17
Adapting the Document to the Size of the Document View ...................................... 17
Modifying Field Group Colorizing .......................................................................................... 17
Keyboard Shortcuts ................................................................................................................. 18
Field Specifications ................................................................................................................. 22
Fields for Invoice Header Data .................................................................................. 22
Fields for Invoice Item Data ...................................................................................... 24

Index 25

Invoice Capture Center User's Guide Contents  iii

Introduction
Invoice Capture Center is a product that extends Open Text Vendor Invoice Management by automatic extraction and
manual validation of invoice data.
Invoice Capture Center comprises a Recognition Cluster and several Validation Clients. The Recognition Cluster
consists of a Server and optionally additional Recognition Nodes. The Recognition Cluster gets recognition jobs from
SAP, fetches the corresponding invoice images from the archive, performs data extraction, and returns its results to SAP.
Depending on the configuration of Vendor Invoice Management, all or selected invoices then become available for
validation at one of the Validation Clients:

After installation, Invoice Capture Center will be customized for the needs of your company by creating and configuring
applications. An application processes invoices of a specified recipient country with some fixed parameters, e.g. archive
document types. Often several applications for different types of invoices will be needed. When the applications have
been developed and tested, they will be transferred to the SAP Production System and become available for Validation
Clients.
When you start a Validation Client, you will have to log in to SAP first. When you have logged in successfully, the
Validation Client will then check whether new applications or new versions of already existing applications are available
and will download them, if necessary.
You must then open a suitable application comprising archive document types you are authorized to work on. Your
system administrator will tell you which applications you may use. If you open an application you are not authorized for,
the Validation Client won’t get any invoices for correction.
If no invoices are available for you, the program window will indicate that the Validation Client is waiting for data. If
your authorization comprises more than one application, you could switch to another application in this case.

Invoice Capture Center User's Guide Introduction  1

Validating Documents

Overview
With Invoice Capture Center, recognition results can be checked and corrected easily:

With this form you can check and capture image data conveniently and quickly. The form layout described below is the
default layout. Arrangement and titles of the fields can be changed to suit individual requirements. In addition, the
available fields depend on the country setting of the current application; in the above example, an application for US
American invoices has been opened. This is why the following description is of a generalized nature.

2  Validating Documents Invoice Capture Center User's Guide

Fields
With the Validation Client of Invoice Capture Center, you check, correct, or enter field values. The Fields view shows a
list of all fields that are available for the recipient country of the current application and possibly additional fields added
during customizing.
Some of the fields are optional. For an optional field, Invoice Capture Center doesn’t check whether it contains a value;
Thus it can remain empty, e.g. if the respective field is not present on the current invoice.
Other fields are mandatory. A mandatory field will indicate an error (a yellow icon with an exclamation mark) as long as
no value has been captured.
For some fields, e.g. for date and amount fields, the format of the value is checked. Such a field will indicate an error, if
it contains an invalid value.
When you try to submit the invoice, as long as there is at least one erroneous field, you will be asked for confirmation.

Starting Validation
To start Validation, click Validation in the Invoice Capture Center program group of the start menu, or double-click
the ICC Validation shortcut on the desktop.
The SAP Login dialog is shown. If you already worked with Validation, the login data of the last session will be
shown:

Select a system from the System drop-down list and enter user name and password.
The Language field does not take effect with this release; you can leave this field empty.
With a click on Check Login you can check whether the login data are valid for the specified SAP system.

Invoice Capture Center User's Guide Validating Documents  3

Note: If the System drop-down list is empty, the system has not been configured completely. Please inform your
system administrator.

As soon as login has completed successfully, the available applications will be imported from the SAP system. A
progress bar will be shown until importing has completed:

Opening an Application
When you have just logged in, the Validation window will be empty. Before you can edit documents, you must open an
application.
 Click the Invoice Capture Center button in the top left corner of the program window.
 Select Open Application to show a list of all available applications. At each application, the number of
documents waiting for validation is shown.
 Click the respective application.

Opening Documents
To open a document, click Open in the Validation group of the Application tab. Take notice that the Open
command is followed by the number of waiting documents enclosed in parentheses.
If you have just completed validation of a document you can click on Submit+Open instead. This will submit the
current document, and open the next document.
While Validation tries do download a document from SAP, the program window will show Waiting for data.
If no data are available, you may want to exit or to switch to another application. In this case click Stop on the program
window. Afterwards click the Invoice Capture Center button in the top left corner of the program window, and
then click Close Application. Afterwards you can terminate the program or open another application.
As soon as a document could be fetched from SAP, it will be shown in field mode layout.

4  Validating Documents Invoice Capture Center User's Guide

Field Mode
When you open a document, the fields and the document image are shown in field mode layout:

The above example shows the default layout:

 The Fields view is shown on the left side arranging the fields in a single column.
 The Image view displaying the current page of the document is shown at the center.
 Thumbnails of all document pages are displayed at the right border.
The View group of the Application tab permits to modify the layout. E.g. you can arrange the fields in a different
number of columns, or show the fields above the document image.
All fields are always highlighted with a background color:
 Green: data are correct and do not require correction, or the field is optional.
 Red: data are incorrect and need to be corrected; an error message will appear at the bottom of the Fields
view.

Invoice Capture Center User's Guide Validating Documents  5

Fields that need to be corrected show a yellow symbol with an exclamation mark. You must correct all these fields
before you can submit the document.
The vendor number is determined by searching data found on the invoice against a database. Sometimes several
matching database records are found. A green plus sign ( ) preceding the field indicates that alternative results are
available. In this case a click on the down-arrow at the field value opens a list showing the vendor number and the
corresponding data, e.g. vendor address data, for all available results. Click the row that matches the invoice.
The company code field, which is only present if the application is configured for automatic company code
determination, may also present alternative results in the same way.
All data fields are assigned to one of seven field groups. There is a Vendor Group, a Recipient Group, a Ship-To Group,
and a Remit-To Group. All amount and tax rate fields are assigned to an Amount Group, all remaining header fields to a
Standard Group, and all fields of the line items table are assigned to a Table Group.
When a non-empty field is selected, the field value on the document is by default highlighted in light green color if the
field state is OK; otherwise it is highlighted in light red color. If a table row is selected, it is by default highlighted in
light yellow color.
The values of the other non-empty fields of the corresponding group are also highlighted in a color depending on the
group. E.g. if you select an amount field, all field values of fields of the Amount Group become highlighted with the
color defined for this group. This provides an overview of all field values of a group and makes it easier to check
whether all fields were captured at the correct position.
You can modify the color used for each field group and for selected fields using the ICC Options dialog box.
If you click Submit or Submit+Open while there are still erroneous fields showing the yellow symbol with an
exclamation mark, the Validation Client will ask for confirmation.
The Image view displays the current page of the invoice. Image details can be inspected exactly and easily using the
zoom function.
To correct the invoice line items, you should switch to Table mode using the F8 function key.

6  Validating Documents Invoice Capture Center User's Guide

Table Mode
To correct the invoice line items, you should switch to Table mode using the F8 function key. In this mode, the table
field with its rows and columns is shown above the document page:

You can capture data and navigate through the table cells in the same way as in Field mode.
To insert a table row above or below a certain row, you can click on one of the green plus signs preceding the respective
row. You can also select a row and use CTRL+N or CTRL+M to insert a row above or below the selected row, or use
the buttons in the Invoice Items group of the Application tab.

Searching Vendors
To determine the vendor of an invoice, click Vendors in the Validation group. The Vendor Search dialog opens
and shows a list of all vendors that are available in SAP for the company code that is currently assigned to the invoice.
Select the correct row and click OK, or double-click the respective row.
If the list is long, you can use filters. The filter row is shown below the header row. To specify a filter, enter text at a
column into the filter row, and then click Search. With a question mark you can specify that any character may appear
at the respective position. With an asterisk you can specify that any string may appear. For example, if you enter f* as
filter at the company column and click Search, the list will only show rows where the company starts with an F. If you

Invoice Capture Center User's Guide Validating Documents  7

specify filters at two columns, the list will only show rows where the column values of both columns match the specified
filter. If use of upper or lower case is important, enable the option Case sensitive.
If you just used a filter and now need to see the complete vendor list, delete all filters and click Search.
To reduce download time, as default only the first 100 rows matching specified filters are downloaded. If you need more
rows, change the value of the option Maximum number or rows.
If the vendor list is very long, you should work with filters because only rows that match the specified filters will be
downloaded. If you use the company name or a part of the street name followed by an asterisk, you often will get just a
few rows or sometimes even a single row with the correct vendor.
To adjust a column width, go to the header row and drag the border line at the left or right border of the respective
column with the mouse.
As default, the dialog shows a few columns that should help you to determine the correct vendor, especially columns
with address data. If you need other columns to be shown, click on the header row of the list with the right mouse button
and on the appearing menu click the name of the column you want to add or remove.
To sort the list according to a specific column, click the respective column header. A little arrow symbol will indicate
that the list is now sorted according to the column. To switch between ascending and descending order, just click the
column header again.

Marking Invoices for Training

Optionally, an application may use an adaptive method to find some field values. To be able to extract field values, these
adaptive methods need suitable sample invoices that have be trained beforehand, and recognition rate can be increased
by training suitable invoices repeatedly.
If adaptive methods are used, Mark for training will be enabled in the Validation group of the Application tab.
If you click this command, the current invoice with its extraction results will be stored in VIM when you click Submit,
and these data can later be used to perform training.
In this case, ask your administrator in which situations you should click Mark for training before submitting an
invoice.

Terminating Validation
If you want to terminate working, use Submit when you have finished validating the current document. The document
will be submitted without opening a new document. You can then terminate Validation by clicking Exit on the
application menu.
If you have to terminate immediately and can’t completely validate the current document, click Cancel in the
Validation group. The current document will then be closed. Changes you already made will be discarded, and the
document will again be available for validation.

8  Validating Documents Invoice Capture Center User's Guide

Rejecting a Document
If you detect that the current document can’t be processed, e.g. because image quality is so bad that you can’t decipher
the field values, or because some invalid document that is not an invoice or credit memo was scanned erroneously, click
Reject in the Validation group.
The Enter Reject Reason dialog opens where you can specify your problem. Open the Action required drop-
down list, and then click the respective reject reason:

 If the current document must be deleted because it is no invoice, select Mark for deletion.
 If image quality is so bad that you can’t read the required data, select Mark for rescan.
 In all other cases, select Reject, and enter a description of the problem into the second field. A drop-down list
permits to select a text that you entered previously.
When you confirm the dialog, the document will be submitted together with an error code, and, in case you selected the
Reject action, with the description you entered. The administrator can then take the appropriate action.

Invoice Capture Center User's Guide Validating Documents  9

Correcting Documents Using the Mouse
Capturing Data Using Single Click Entry
With Invoice Capture Center, you can use Single Click Entry, the patented Open Text technology, to capture data very
fast and comfortably with the mouse. In most cases, you can capture a data field with a single mouse click.
When the mouse cursor hovers over the document image, it carries a tool tip showing the name of the currently selected
field:

If the field already contains a value, the current value is also shown. If the location of the value is known, the area is
highlighted in light-orange color:

As soon as the mouse hovers over text, the tool tip will show the recognition result that could now be captured. At the
same time, the corresponding area on the document becomes highlighted in light-red color:

A single mouse click will now capture the selected text and switch to the next erroneous field, i.e. the next field showing
a yellow warning icon with an exclamation mark.
If the current field already contains the correct result, select another field by clicking on it in the Fields view. Take
care, not to click onto the document in this case because that would either capture a value, or delete the field value.
If the text shown in the tool tip is not correct, capture it nevertheless, then select the respective field, correct the value
using the keyboard, and use Enter to switch to the next erroneous field.
In special cases, you will need additional methods:

10  Validating Documents Invoice Capture Center User's Guide

  If only a part of the value is shown in the tool tip, you can mark adjacent words and capture the complete
string.
 To capture a block of text consisting of several lines, you can use Zone-and-Capture to mark and capture a
text block.
 You can even mark and capture arbitrary words at different locations on the document using Multi-Selection.

Capturing Adjacent Words Using the Mouse

Sometimes you will have to capture text into a field whose parts are separated by some space. The tool tip will only
show a part of the desired field value in this case. In the following example, street number and street name should be
entered into a field Street Line. But the tool tip will only show a part of the string that has to be captured:

To capture adjacent strings, position the mouse over the first string, and hold the left mouse button pressed while you
move the mouse over the strings that should be captured. The tool tip will show all the strings you touched with the
mouse. In our example, point to 999 and draw the mouse over Madison to Avenue holding the mouse button
pressed; the tool tip then shows the complete street line:

Releasing the mouse button will now enter the value and switch to the next field.
Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove
the selection. When you now release the mouse button, the field value will not change and the field will stay selected.

Invoice Capture Center User's Guide Validating Documents  11

Capturing a Text Block Using the Mouse
Sometimes you have to capture a complete block of text stretching across several lines. In the following example, an
address should be captured into a field Recipient.

In this case you can draw a rectangle around the text that shall be captured. Position the mouse above and to the left of
the text block and draw a rectangle while you keep the mouse button pressed. The text within the rectangle becomes
marked and is shown in the tool tip:

Releasing the mouse button will now enter the value and switch to the next field.
Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove
the selection. When you now release the mouse button, the field value will not change and the field will stay selected.

Capturing Arbitrary Words Using the Mouse

Sometimes you may have to capture text that comes from different locations on the document. In the following example,
we assume that only name and city should be captured for a field Recipient while street line and zip code should be
omitted:

In this case, use Multi-Selection: keep the SHIFT button pressed, point to the first string and click the mouse button.
The string appears in the tool tip and the mouse cursor changes to a plus symbol:

Now keep the SHIFT button pressed, and click on all strings you want to add to the field value. In our example we
would click on the words Care, Life, Insurance, New and York. The example would then look as follows:

12  Validating Documents Invoice Capture Center User's Guide

Releasing the mouse button will now enter the value and switch to the next field.
Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove
the selection. When you now release the mouse button, the field value will not change and the field will stay selected.
Before you can again use this feature, you must release the SHIFT button temporarily.

Invoice Capture Center User's Guide Validating Documents  13

Capturing Data Using the Keyboard
With Invoice Capture Center you can easily and comfortably capture data using the mouse, but it is also possible to use
the keyboard.
For normal text fields, just enter the field value and confirm with ENTER. This will switch to the next erroneous field.
To switch to the next neighboring field, use TAB. To switch to the previous neighboring field, use SHIFT+TAB.
All fields that are empty but mandatory, and all fields that have invalid contents, are in error state and are marked with a
warning icon. If a field is in error state, it is also highlighted with red background color.
For a combo box, you can navigate through the list of values with the UP and DOWN arrow keys.
If the selected field is a check box field, you can mark or unmark it using the space-bar.
When you leave the last field, the Submit button becomes selected so that you can submit the data using CTRL+S.

Working with Table Fields

To validate table fields - e.g. the invoice items table - comfortably, you should switch to table mode. In this mode, only
table fields are displayed, and they will be shown above the document.
To switch to table mode, use the F8 function key, or set Layout to Table in the View group of the Application
tab.
For a table field, a table header shows the names of all table columns. The table header may be followed by table rows.
Each table row shows fields – called table cells – for all table columns.
You can capture table cells and navigate within the rows and cells of a table in the same way as for normal fields of a
document.
You can also add, insert, or delete table rows as needed.

14  Validating Documents Invoice Capture Center User's Guide

Adding Table Rows
To append a row at the end of a table,
 click the plus sign preceding the table header, or
 click the plus sign preceding the last table row, or
 click Append row in the Invoice Items group of the Application tab.
To insert a row above a selected table row,
 click the upper plus sign preceding the selected row,
 click Add row above in the Invoice Items group of the Application tab, or
 use CTRL+N.
To insert a row below a selected table row,
 click the lower plus sign preceding the selected row,
 click Add row below in the Invoice Items group of the Application tab, or
 use CTRL+M.

Deleting Table Rows

To delete a table row,
 click the red cross preceding the respective row, or
 select the row, and click Delete row in the Invoice Items group of the Application tab.
To delete all rows of a table,
 click the red cross preceding the header row of the table, or
 click Delete all rows in the Invoice Items group of the Application tab.
Before all rows of a table are deleted, a dialog will ask for confirmation.

Changing Layout of the Validation Window

In default layout, the program window shows the Fields view on the left side, and the document image on the right
side. Thumbnails of all document pages are always shown at the right border of the program window.
As default, the fields are shown in a single column where the field names stand above the respective fields.
Using the View group in the Application tab you can
 show the fields above the document,
 arrange the fields in more than one column,
 show the field names before the respective fields, or
 switch to table mode showing table fields above the document.

Invoice Capture Center User's Guide Validating Documents  15

Showing the Fields Above the Document
In default layout, the fields are shown on the left side of the document. To show the fields above the document, use the
F7 function key, or go to the View group of the Application tab and from Layout select Horizontal.
To return to the default layout, click the F6 function key, or from Layout select Vertical.

Arranging the Fields in Several Columns

In the Fields view, the fields can be arranged in a single column or in several columns. To change the layout of the
view, go to the View group of the Application tab and set Columns to the desired number of columns.

Showing the Field Names Before or Above the Fields

In default layout, the field names are shown above the respective fields in the Fields view. To change field
representation, go to the View group of the Application tab and set Field Names to Above or In Front, as
desired.

Switching to Table Mode

In default layout, all fields are shown on the left side of the document. For validation of table fields, you can switch to
table mode where only table fields are shown above the document.
To switch to table mode, click the F8 function key, or go to the View group of the Application tab, and from
Layout select Table.
To return to a layout where all fields are shown, click the F6 function key to show all fields on the left side, or the F7
function key to show them above the document, or from Layout select Vertical or Horizontal, respectively.

Changing User Interface Language

The Validation Client of Invoice Capture Center supports several user interface languages. After Invoice Capture Center
has been installed, the Validation user interface will be shown in the language of the operating system or in English if no
suitable language could be found.
To change the interface language, click the Invoice Capture Center button in the top left corner of the program window,
and then click ICC Settings. The ICC Settings dialog opens. There click the desired language in the drop-down list.

16  Validating Documents Invoice Capture Center User's Guide

Controlling Document Presentation
The Image view shows a toolbar below the document. You can use this toolbar to
 enlarge or reduce the document,
 rotate the document, or
 adapt the document to the view.

Enlarging or Reducing the Document

To enlarge or reduce the document, click Zoom-in or Zoom-out on the toolbar shown below the document.
Alternatively you can use the mouse. To enlarge or reduce the document, turn the mouse wheel forwards or backwards
while you hold the SHIFT key pressed.

Rotating the Document

If the document is not shown in upright position, you can rotate it as needed. Just click on Rotate left or Rotate
right on the toolbar shown below the document.

Adapting the Document to the Size of the Document

View
To adapt the document to the size of the document view, use the toolbar shown below the document or the buttons in the
Image group of the Application tab.
 To show the whole page, click Fit to window.
 To adapt presentation to the width of the document view, click Fit to width.
 To adapt presentation to the height of the document view, click Fit to height.

Modifying Field Group Colorizing

To modify field group colorizing, click ICC Options on the application menu to open the ICC Options dialog box
and then click Colorize Field Groups. The Colorize Field Groups dialog box opens.
For each group, the dialog box shows a rectangle highlighted with the currently used color.
For each group, the color used for highlighting is a lighter version of a dark base color. Below the colored rectangle of
each group, a slider controls the color used for highlighting. If you move the slider to the left, the color becomes lighter
until it becomes white if you move the slider to the left end. If you move the slider to the right, the color becomes darker
until it equals the dark base color if you move the slider to the right end.
To select a different base color for a group, click the respective rectangle. The Color dialog box opens. In this dialog
box you can select a color from a set of basic colors or specify your own color.
A click on Restore Default on the Colorize Field Groups dialog box will reset all colors to their default values.

Invoice Capture Center User's Guide Validating Documents  17

Keyboard Shortcuts
To make navigation fast and efficient, function keys and key combinations are available for many functions as described
in the tables below.
Global

Key combination Description

CTRL + P Open document
CTRL + S Submit document

Navigation

Key combination Description

TAB Next field
RETURN Next erroneous field
SHIFT + TAB Previous field
SHIFT + RETURN Previous erroneous field
…within a field
POS1 Move cursor to the start of the field
END Move cursor to the end of the field
RIGHT Move cursor one character to the right
LEFT Move cursor one character to the left

…within a table
TAB Next element in the table
RETURN Next erroneous element in the table
SHIFT + TAB Previous element in the table
SHIFT + RETURN Previous erroneous element in the table
DELETE Delete selection

18  Validating Documents Invoice Capture Center User's Guide

Edit Table

Key combination Description

CTRL + N Insert a row above the current row
CTRL + W Insert a row below the current row
CTRL + M Add row at the end of the table
CTRL + D Delete the current row
CTRL + T Delete all rows

Image View
These function keys do only work if the Image view has the keyboard focus. Click on the image, if necessary.

Key combination Description

CTRL + PLUS SIGN Zoom in
(num. keypad)
CTRL + MINUS SIGN Zoom out
(num. keypad)
CTRL + 3 (num. keypad) Fast scroll down
CTRL + 9 (num. keypad) Fast scroll up
CTRL + 7 (num. keypad) Go to top left corner
CTRL + 1 (num. keypad) Go to bottom right corner

Layout

Key combination Description

F6 Switch to Vertical mode showing the fields to the left of the document
image.
F7 Switch to Horizontal mode showing the fields above the document
image.
F8 Switch to Table mode.

Invoice Capture Center User's Guide Validating Documents  19

Windows Shortcuts

Key combination Description

CTRL+C Copy.
CTRL+X Cut.
CTRL+V Paste.
DELETE Delete.
CTRL+RIGHT ARROW Move the insertion point to the beginning of the next word.
CTRL+LEFT ARROW Move the insertion point to the beginning of the previous word.
CTRL+A Select all.
ALT+F4 Close the active item.
ALT+SPACEBAR Opens the shortcut menu for the active window.
SHIFT+F10 Display the shortcut menu for the selected item.
ALT Display the letters of available commands in the ribbon.
CTRL+TAB Move forward through tabs.
CTRL+SHIFT+TAB Move backward through tabs.
TAB Move forward through options.
SHIFT+TAB Move backward through options.
SPACEBAR Select or clear the check box if the active option is a check box.
END Display the bottom of the active window.
HOME Display the top of the active window.

Accessibility - Invoice Capture Center Menu:

Key combination Description

ALT – F – O - … Opens the Invoice Capture Center menu. To open an application, then
press the respective character. Ask system administrator which letters
are assigned to the available applications.
ALT – F – C Closes the current application.
ALT – F – A Opens the Info dialog box showing version and copyright
information.
ALT – F – T Opens the ICC Options dialog where you can specify the user
interface language.
ALT – F – B Terminates the program.

20  Validating Documents Invoice Capture Center User's Guide

Accessibility – Application Tab:

Key combination Description

ALT – A – O Opens the next document.
ALT – A – U Submits the current document.
ALT – A – B - 1 Submits the current document and opens the next document.
ALT – A – N Cancels the current document.
ALT – A – D Adds a row above the current row in table mode.
ALT – A – L Deletes the current row in table mode.
ALT – A – W Adds a row below the current row in table mode.
ALT – A – B – 2 Adds a row to the end of the table in table mode.
ALT – A – B – 3 Deletes all rows in table mode.
ALT – A – F Adapts the document image so that the complete page is shown.
ALT – A – I Adapts the document image to the width of the Image view.
ALT – A – H Adapts the document image to the height of the Image view.
ALT – A – Z Zoom in.
ALT – A – B – 4 Zoom out.
ALT – A – B – 5 Rotate image left.
ALT – A – G Rotate image right.
ALT – A - : Activates the Layout option. Use the UP or DOWN key to select the
desired value and confirm with ENTER.
ALT – A – C – 2 Activates the Columns option. Use the UP or DOWN key to
increase or decrease the number of columns and confirm with
ENTER.
ALT – A – C – 3 Activates the Field names option. Use the UP or DOWN key to
select the desired value and confirm with ENTER.

Invoice Capture Center User's Guide Validating Documents  21

Field Specifications
Fields for Invoice Header Data
The following table shows all invoice header fields supported by Invoice Capture Center. For some fields, it depends on
the country setting of the application whether they will be shown. In addition, some optional fields are available that are
not shown in default configuration; these optional fields can be added by customizing.

Field Name Description

Vendor Number This field displays the supplier number. It is derived from downloaded vendor
master data.
Vendor VAT Number European VAT number. This field is not available with country setting USA.
Vendor Tax Number National tax number. This field is not available with country setting USA.
Remit to … These fields are only available with country setting USA.
Requester Email Email address.
Ship to … These fields are only available with country setting USA.
Reference Number Invoice Number. This is a mandatory field.
Document Date Invoice date.
PO Number Purchase order number. The value is checked for standard SAP order numbers
(42XXXXXXXX, 45XXXXXXXX, 48XXXXXXXX, 51XXXXXXXX,
54XXXXXXXX, 55XXXXXXXX). This is an optional field. It will be displayed
only if configuration has been modified accordingly.
Net Amount This is a mandatory field. It is used to check the different amount values and the tax
rate against one another.
Gross Amount The validity of the amount is checked against the sum of the other amount values.
This is a mandatory field.
Tax Rate This is a mandatory field.
Total Tax Amount This field is only shown with country setting USA where it is a mandatory field.
VAT Amount Value-added tax amount. The field is shown for all country settings except USA.
This is a mandatory field.
Tax Rate 1, … Additional tax rate fields. These are a optional fields. They will be displayed only if
Tax Rate 4 configuration has been modified accordingly.
VAT Amount 1, … Additional VAT amount fields. These are a optional fields. They will be displayed
VAT Amount 4 only if configuration has been modified accordingly.
GST Rate, Fields for tax rate and tax amount of Canadian taxes. These fields are only available
GST Amount, with country setting Canada.
PST/QST Rate,
PST/QST Amount,
HST Rate,
HST Amount
Excise Duty This field is only displayed with country setting India.

22  Validating Documents Invoice Capture Center User's Guide

Field Name Description
Education Cess This field is only displayed with country setting India.
S & H Education Cess This field is only displayed with country setting India.
Currency The field displays the currency in 3-letter ISO format. When typical currency
symbols or names are captured, they will automatically be converted. E.g. if you
enter ‘$’ or ‘dollar’, the field will show ‘USD’.
ISR Number. Swiss payment reference number. Special format with check digit. Only shown with
country setting Switzerland where it is a mandatory field.
Credit Memo This checkbox is used to indicate credit memos in contrast to invoices. For invoices,
the checkbox is not marked. For a credit note, the checkbox must be marked. To
modify this field, select it, and then click the checkbox.
Supply Date This is an optional field. It will be displayed only if configuration has been modified
accordingly.
Freight Amount Amount value. This is an optional field. It will be displayed only if configuration
has been modified accordingly.
Handling Charges Amount value. This is an optional field. It will be displayed only if configuration
has been modified accordingly.
Delivery Note No. List List of all delivery note numbers found on the invoice. This is an optional field. It
will be displayed only if configuration has been modified accordingly.
PO Number List List of all purchase order numbers found on the invoice.
Tax invoice This checkbox indicates for Australian invoices whether it is a tax invoice. The field
is only displayed with country setting Australia.
Invoice Code This field is only displayed with country setting China. The values are numbers
with 8 or 10 digits depending on the type of invoice.
Invoice Category This field is only displayed with country setting China. The value indicates the type
of invoice (VAT Special/VAT Common/Non VAT/Transport/Import/Other)
Secret Code, These fields are only displayed with country setting China. The field values consist
Secret Code 1 … 4 of letters and some special characters (+<>-*).
Recipient VAT This field is an optional field. It is only displayed if the configuration has been
Registration modified accordingly.
Vendor Bank Account, These fields are only displayed with country setting China. For all other countries
Vendor Bank Name they are optional fields, i.e. they are only displayed if the configuration has been
modified accordingly.
Vendor Bank Number This field is an optional field. It is only displayed if the configuration has been
modified accordingly.
Invoice items To correct the line item data, you should switch to Table mode using F8.

Note: In the table shown above, country setting refers to the country setting of the current application, not to the
language setting of Validation. Therefore, if for example the application is configured for processing of Swiss invoices,
the field ISR Number will be displayed independently of the language setting of Validation.

Invoice Capture Center User's Guide Validating Documents  23

Fields for Invoice Item Data
The following table shows all invoice item columns supported by Invoice Capture Center.

Field name Description

PO Line Number This column lists the item number of the invoice item. It is determined by
automatic line item matching, if this is configured for the application. It
should not be modified during validation.
PO Number 10-digits PO number of the respective line item.
Delivery Note Number Delivery note number.
Serial Number This column is only displayed with country setting China.
Order Unit This column lists the item unit (for example, units, hours, etc).
Quantity This column lists the number of units. It is mandatory.
Unit Price This column lists the per unit amount. It is mandatory.
Tax Amount Tax amount.
Tax Rate Tax rate.
GST Rate, Columns for tax rate and tax amount of Canadian taxes. These columns are
GST Amount, only available with country setting Canada, where they replace the columns
PST/QST Rate, Tax Amount and Tax Rate.
PST/QST Amount,
HST Rate,
HST Amount
Amount This column lists the total amount for the invoice item. It is checked against
Quantity and Unit Price.
Debit/Credit For debit line items, this column has the value Debit, and the line is shown
with blue background color. For credit items, the amount is always shown as
positive value, while this column has the value Credit, and the line is
shown with orange background color. To modify the value, click the icon
preceding the value.
Item Description This column lists the entire contents of the item line. Because the item
description is often a long text, this column is shown as a separate second
line.

24  Validating Documents Invoice Capture Center User's Guide

 Overview 2

Index Rejecting a Document 9

Rotating the Document 17

S
A Searching Vendors 7
Showing the Field Names Before or Above the Fields
Adapting the Document to the Size of the Document 16
View 17 Showing the Fields Above the Document 16
Adding Table Rows 15 Starting Validation 3
Arranging the Fields in Several Columns 16 Switching to Table Mode 16

C T
Capturing a Text Block Using the Mouse 12 Table Mode 7
Capturing Adjacent Words Using the Mouse 11 Terminating Validation 8
Capturing Arbitrary Words Using the Mouse 12
Capturing Data Using Single Click Entry 10
Capturing Data Using the Keyboard 14 W
Changing Layout of the Validation Window 15 Working with Table Fields 14
Changing User Interface Language 16
Controlling Document Presentation 17
Correcting Documents Using the Mouse 10

D
Deleting Table Rows 15

E
Enlarging or Reducing the Document 17

F
Field Mode 5
Field Specifications 22
Fields 3
Fields for Invoice Header Data 22
Fields for Invoice Item Data 24

K
Keyboard Shortcuts 18

M
Marking Invoices for Training 8
Modifying Field Group Colorizing 17

O
Opening an Application 4
Opening Documents 4

Invoice Capture Center User's Guide Index  25