[IMP] accounting: vendor bill digitization & update PO matching

task-4865418
task-4844221

Author: afma-odoo

content/applications/finance/accounting/vendor_bills.rst

@@ -38,16 +38,23 @@ Automatically
 -------------
 
 Vendor bills can be automatically created by **sending an email** to an :ref:`email alias
-<invoice-digitization/email-alias>` associated with the purchase journal, or by **uploading a PDF**
-in :menuselection:`Accounting --> Vendors --> Bills` and then clicking :guilabel:`Upload`.
+<accounting/invoice-digitization/email-alias>` associated with the purchase journal, or by
+:ref:`uploading a PDF <accounting/invoice-digitization/manual-upload>`.
 
 .. note::
    - Once the bill is uploaded, the PDF document appears on the right side of the screen, making it
      easy to fill in the bill information.
-   - Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic completion.
+   - Bills can be :doc:`digitized <vendor_bills/invoice_digitization>` for automatic
+     completion and :ref:`matched with purchase orders
+     <accounting/invoice-digitization/vendor-bills-matching-po>` to replace OCR-detected data with
+     purchase order details.
    - Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App
      Purchase (IAP) </applications/essentials/in_app_purchase>` credit or tokens.
 
+.. seealso::
+   :ref:`Vendor bills matching with purchase orders
+   <accounting/invoice-digitization/vendor-bills-matching-po>`
+
 .. _accounting/vendor_bills/bill-completion:
 
 Bill completion

content/applications/finance/accounting/vendor_bills/invoice_digitization.rst

@@ -2,99 +2,152 @@
 AI-powered document digitization
 ================================
 
-**Invoice digitization** is the process of converting paper documents into vendor bill and customer
-invoice forms in your accounting.
+**Digitization** converts paper documents into vendor bills and customer invoices.
 
-Odoo uses :abbr:`OCR (optical character recognition)` and artificial intelligence technologies to
-recognize the content of the documents. Vendor bill and customer invoice forms are automatically
-created and populated based on the scanned invoices.
+Odoo recognizes the content of documents using :abbr:`OCR (optical character recognition)` and
+artificial intelligence technologies. Based on the scanned documents, vendor bills and customer
+invoices are automatically created and populated.
 
 .. seealso::
    - `Test Odoo's invoice digitization <https://www.odoo.com/app/invoice-automation>`_
    - `Odoo Tutorials: Vendor Bill Digitization
      <https://www.odoo.com/slides/slide/vendor-bill-digitization-7065>`_
+   - :doc:`/applications/essentials/in_app_purchase`
+
+.. _accounting/invoice-digitization/configuration:
 
 Configuration
 =============
 
-In :menuselection:`Accounting --> Configuration --> Settings --> Digitization`, check the box
-:guilabel:`Document Digitization` and choose whether :guilabel:`Vendor Bills` and
-:guilabel:`Customer Invoices` (this includes customer credit notes) should be processed
-automatically or on demand.
+Go to :menuselection:`Accounting --> Configuration --> Settings` and navigate to the
+:guilabel:`Digitization` section. Enable the :guilabel:`Document Digitization` option and choose
+whether :guilabel:`Vendor Bills` and :guilabel:`Customer Invoices` should be processed automatically
+or on demand.
+
+.. note::
+   If the :guilabel:`Single Invoice Line Per Tax` option is enabled, only one line is created per
+   tax in the new bill/invoice, regardless of the number of lines on it.
+
+.. _accounting/invoice-digitization/vendor-bills-invoices-upload:
+
+Vendor bills and invoices upload
+================================
+
+Vendor bills and invoices are :ref:`uploaded manually
+<accounting/invoice-digitization/manual-upload>` or sent to a :ref:`designated email alias
+<accounting/invoice-digitization/email-alias>` to be digitized.
+
+.. seealso::
+   :doc:`Vendor bills <../vendor_bills>`
+
+.. _accounting/invoice-digitization/manual-upload:
 
-If you enable the :guilabel:`Single Invoice Line Per Tax` option, only one line is created per tax
-in the new bill, regardless of the number of lines on the invoice.
+Uploading manually
+------------------
 
-Invoice upload
-==============
+From the :guilabel:`Accounting Dashboard`, click :guilabel:`Upload` on the :guilabel:`Vendor
+Bills` journal.
 
-Upload invoices manually
-------------------------
+Alternatively, go to :menuselection:`Accounting --> Vendors --> Bills` or :menuselection:`Accounting
+--> Customers --> Invoices` and click :guilabel:`Upload`.
 
-From the :guilabel:`Accounting Dashboard`, click on the :guilabel:`Upload` button of your vendor
-bills journal.
-Alternatively, go to :menuselection:`Accounting --> Customers --> Invoices` or
-:menuselection:`Accounting --> Vendors --> Bills` and select :guilabel:`Upload`.
+.. _accounting/invoice-digitization/email-alias:
 
-.. _invoice-digitization/email-alias:
+Uploading using an email alias
+------------------------------
 
-Upload invoices using an email alias
-------------------------------------
+Vendor bills (or customer invoices) can be uploaded with an email alias in two ways:
 
-You can configure your connected scanner to send scanned documents to an email alias. Emails sent to
-these aliases are converted into new draft customer invoices or vendor bills.
+- scanned from a connected scanner configured to send email to an email alias;
+- sent directly to an email alias.
 
-You can modify the email alias of a journal. To do so, go to the :guilabel:`Settings` app. Under
-:guilabel:`General Settings: Discuss`, enable :guilabel:`Custom Email Servers`, add an
-:guilabel:`Alias Domain`, and :guilabel:`Save`.
+Each PDF attached to the email is automatically converted into a new draft vendor bill (or customer
+invoices).
 
-The email alias is now available in the :guilabel:`Advanced Settings` tab of the journal. Emails
-sent to this address will be converted automatically into new invoices or bills.
+.. note::
+   - Only PDF and XML formats are processed via email alias associated with a journal.
+   - JPEG files must be processed via :ref:`email alias in the Documents app <documents/upload>`
+
+To add an email alias to a journal, follow these steps:
+
+#. Open the Settings app, navigate to the :guilabel:`Discuss` section, enable :guilabel:`Custom
+   Email Servers`, and :guilabel:`Save`.
+#. :ref:`Add an Alias Domain <email-inbound-custom-domain>`.
+#. The default email aliases `vendor-bills@` and `customer-invoices@` followed by the
+   :guilabel:`Alias Domain` set, are automatically created and available in the :guilabel:`Advanced
+   Settings` tab of the :guilabel:`Vendor Bills` and :guilabel:`Customer Invoices` journals,
+   respectively.
+#. To change a default email alias, go to :menuselection:`Accounting --> Configuration -->
+   Journals`, select the corresponding journal, and edit the :guilabel:`Email Alias` on the
+   :guilabel:`Advanced Settings` tab.
+#. Configure the connected scanner to send scanned documents to the email alias, if needed.
 
 .. note::
-   If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically
-   send your scanned invoices to the :guilabel:`Finance` workspace (e.g.,
+   Alternatively, an :ref:`email alias in the Documents app <documents/upload>` can be used to
+   automatically send scanned bills/invoices to the :guilabel:`Finance` workspace (e.g.,
    `inbox-financial@example.odoo.com`).
 
-The default email aliases `vendor-bills@` and `customer-invoices@` followed by the
-:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and
-:guilabel:`Customer Invoices` journals, respectively. Emails sent to these addresses are converted
-automatically into new invoices or bills.
+.. _accounting/invoice-digitization/digitization:
+
+Digitization and data recognition with AI
+=========================================
+
+Depending on the :ref:`settings <accounting/invoice-digitization/configuration>`, the document is
+either digitized automatically or requires manual processing.
+
+To manually digitize an :ref:`uploaded vendor bill
+<accounting/invoice-digitization/vendor-bills-invoices-upload>`, follow these steps:
 
-To change a default email alias, go to
-:menuselection:`Accounting --> Configuration --> Accounting: Journals`. Select the journal you want
-to edit, click on the :guilabel:`Advanced Settings` tab, and edit the `Email Alias`.
+#. In the uploaded vendor bill, click :guilabel:`Digitize document`.
+#. A blue :guilabel:`All fields will be automated by Artificial Intelligence, it might take 5
+   seconds` banner appears; click :icon:`oi-arrow-right` :guilabel:`Refresh` if needed.
+#. If necessary, review and correct the information uploaded during digitization. Click on the
+   related field(s) to edit and make updates, or click :guilabel:`Reload AI data` to refresh the
+   data.
+#. Click :guilabel:`Confirm` to post the document.
 
-Invoice digitization
-====================
+This process helps the AI learn and improves data recognition for future digitizations.
 
-According to your settings, the document is either processed automatically, or you need to click on
-:guilabel:`Send for digitization` to do it manually.
+.. _accounting/invoice-digitization/vendor-bills-matching-po:
+
+Vendor bills matching with purchase orders
+------------------------------------------
+
+When a purchase order is detected on a vendor bill through OCR, Odoo searches the database for a
+matching purchase order number. If found, it pulls in as much information as possible from the
+purchase order and replaces the OCR-detected data on the vendor bill.
+
+For example, the vendor :guilabel:`Bill Reference` number is overwritten by the :guilabel:`Vendor
+Reference` from the purchase order.
+
+.. note::
+   - All changes are logged in the chatter.
+   - A smart button linking to the related purchase order is available on the vendor bill.
 
-Once the data is extracted from the PDF, you can correct it if necessary by clicking on the
-respective tags (available in :guilabel:`Edit` mode) and selecting the proper information instead.
+To correct any mismatches, either edit the incorrect section of the purchase order or leave it
+blank.
 
-Data recognition with AI
-========================
+.. tip::
+   - Use electronic invoices with embedded XML to ensure more accurate and efficient processing.
+   - Alternatively, the :ref:`Auto-complete <accounting/vendor_bills/bill-completion>` feature
+     transfers information from the purchase order to the vendor bill without OCR required.
 
-It is essential to review and correct (if needed) the information uploaded during digitization.
-Then, you have to post the document by clicking on :guilabel:`Confirm`. In this manner, the AI
-learns, and the system identifies the correct data for future digitizations.
+.. _accounting/invoice-digitization/pricing:
 
 Pricing
 =======
 
 The **invoice digitization** is an In-App Purchase (IAP) service that requires prepaid credits to
 work. Digitizing one document consumes one credit.
 
-To buy credits, go to :menuselection:`Accounting --> Configuration --> Settings --> Digitization`
-and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo IAP` and click on
-:guilabel:`View My Services`.
+To buy credits, :ref:`go to the Settings app <iap/buying_credits>` or :menuselection:`Accounting -->
+Configuration --> Settings`, navigate to the :guilabel:`Digitization` section, and click
+:guilabel:`Buy credits`.
 
 .. note::
    Enterprise Odoo users with a valid subscription get free credits to test IAP features before
-   deciding to purchase more credits for the database. This includes demo/training databases,
-   educational databases, and one-app-free databases.
+   purchasing more credits for the database. This includes demo/training databases, educational
+   databases, and one-app-free databases.
 
 .. seealso::
    - `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_