Enabling OCR in Sparkrock 2016

Optical Character Recognition (OCR) is the conversion of computer images into readable text. This is usually done by scanning documents.

You can enable OCR in Sparkrock 2016 to automate the data entry process for vendor invoices. This allows you to create digital copies of your invoices, send them to a OCR service to process, and then import them to Sparkrock 2016.

Use the following steps to set up your Sparkrock 2016 environment work with images created by OCR:

Register with an OCR Service

The first step to enable OCR is to register an account with an OCR service like ReadSoft Online for Microsoft Dynamics NAV.

Note: This is a third party service that is not affiliated with Sparkrock, and requires a separate account.

Configure Sparkrock 2016 to use the OCR Service

1. Search for OCR Setup.
   
   
2. Specify the User Name, Password, and Customer ID that you used when registering for the OCR service.
3. On the Ribbon click Update OCR Doc. Template List.
4. On the Ribbon click Test Connection.
5. After you have tested the connection, select the Default OCR Doc. Template from document list and add a checkmark in the Enabled field.

This completes the setup requirements for using an OCR service. You are now ready to use OCR with Sparkrock 2016.

Using OCR with Sparkrock 2016

This section explains how to work with documents using the OCR service.

Create a Document

1. From the Departments > Financial Management > General Ledger menu, click Incoming Documents.
   
   
2. On the Action Bar click Create from File.
   The Edit - Incoming Document dialog box displays.
3. Select the image you want to use and click OK to upload it.

Send the Document to the OCR Service

Once you have created the incoming document, the next step is to send it to the OCR service.

1. In the Edit - Incoming Document dialog box, on the Action Bar click Send to OCR Service.


2. A notification displays indicating that the file was successfully sent.

Retrieve the Document from the OCR Service

1. Once the file has been processed by the OCR service, the Receive from OCR Service menu option on the Action Bar becomes available.
2. On the Action Bar, click Receive from OCR Service.

Make Corrections

1. In cases where the OCR service did not correctly identify a field, click Correct OCR Data on the Action Bar.
   The Edit OCR Data Correction dialog box displays.
2. Update the field names as required.

Create an Invoice from the Document

1. Once you have completed reviewing the document sent from the OCR service, create an invoice by clicking Create Document on the Action Bar.
2. If your document contains any errors or warnings, these display in the Errors and Warnings FastTab:
   
   
3. Correct these errors and then re-create the document by clikcing Create Document on the Action Bar.
4. Once you have created an invoice, go to the Purchases & Payables page and post the invoice according to your regular business processes.

For more information on using OCR with Sparkrock 2016, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents.

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