OCR Cash Bill Applet

Purpose and Overview

The OCR Cash Bill Applet helps teams digitize physical receipts and process them through a controlled finance workflow. Instead of manually keying receipt details line-by-line, users upload images, review OCR output, map line items to financial items, and finalize records for downstream processing.

Who Benefits and What Problems It Solves

Who Benefits from This Applet?

Operations / Shared Service Teams:

• Upload receipt images quickly
• Track processing progress from listing views
• Reduce repetitive manual data entry
• Review raw OCR output beside the uploaded image

Finance Reviewers / AP Teams:

• Validate extracted document details before posting
• Control process status consistently (PENDING_REVIEW, DUPLICATE, REJECTED)
• Apply standardized rejection reasons
• Finalize approved records with posting lock

Master Data Admins:

• Maintain OCR Company master records
• Maintain OCR Item master records
• Improve line-item mapping quality
• Standardize retailer/item references for downstream finance use

Audit, Compliance, and Finance Leadership:

• Monitor verification and process outcomes
• Access status-driven report exports
• Preserve auditability with finalization controls
• Improve policy enforcement and reporting transparency

What Problems Does This Solve?

The Manual Receipt Processing Problem:

Traditional cash bill handling is often fragmented and error-prone:

• Receipts arrive in image/PDF formats with inconsistent quality
• Teams manually key data, causing bottlenecks and key-in errors
• Duplicate and invalid submissions are hard to detect consistently
• Review decisions are not standardized across users
• Reporting and audit evidence extraction is time-consuming

The OCR Cash Bill Applet Solution:

• Receipt digitization - Upload once and process from a structured document flow
• Controlled statuses - Standard process states and rejection reasons
• Line-level mapping - Link OCR lines to financial items for better accounting quality
• Finalization lock - Prevent accidental post-review edits
• Master data governance - Keep company and item references clean
• Exportable reporting - Generate CSV outputs for follow-up, reconciliation, and audits

Key Features Overview

Key Concepts

Understanding the OCR Processing Framework

OCR Workflow Pipeline

Receipt Image Upload
  -> Scanned Receipt Record
  -> OCR Generic Doc (Header Review)
  -> OCR Generic Doc Line Items (Line Review)
  -> Financial Item Mapping + Status Decision
  -> FINAL Posting Status (Lock)
  -> OCR Scanned Doc Report Export

Module Visibility (Routed vs Menu)

The applet route configuration includes additional modules beyond the default sidebar menu:

• Primary sidebar modules: Scanned Receipt, OCR Generic Doc, OCR Generic Doc Line Item, OCR Company, OCR Item, OCR Scanned Doc Report
• Routed but not shown by default in menu: OCR Branch (/ocr-branch) and Inventory Item listing (/inv-item)

This is useful when troubleshooting environment differences between role-based menu visibility and direct route access.

Status Model You Should Know

Important behavior:

• In edit screens, users typically set PENDING_REVIEW, DUPLICATE, or REJECTED.
• APPROVED is usually system-driven and treated as read-only in the process flow.
• Once posting becomes FINAL, key edit actions are restricted.

Standardized Rejection Reasons

When a document is rejected, use one of the configured reasons:

• Rejected - Duplicated receipt
• Rejected - Incomplete details
• Rejected - Non-related receipt
• Rejected - Outdated receipt
• Rejected - Exceeded Monthly Submission Limit (Max. 7 receipts per month)
• Rejected - More than 1 receipt

Quick Start Guide

Get started quickly with the most important role-based workflows.

Navigation note: If direct URL navigation redirects, open modules from the applet sidebar.

Quick Start Guide video: Click the thumbnail to watch on YouTube.

For Operations Users: Upload Your First Receipt

Goal: Create a scanned receipt and trigger OCR processing.

1. Go to Scanned Receipt
2. Click the + (Create) button on the listing toolbar
3. Set Status (default ACTIVE)
4. Select Execution Strategy:
   • RUN_NOW for immediate OCR processing
   • INSERT_TO_QUEUE for queued processing
5. Upload receipt image in Receipts Upload
6. Click CREATE

What happens next?

• The document appears in Scanned Receipt Listing
• Reviewers can open it in OCR Generic Doc for validation

Note: The CREATE button stays disabled until a receipt image is uploaded.

For Finance Reviewers: Process an OCR Generic Doc

Goal: Validate OCR output, assign process status, and finalize.

1. Open OCR Generic Doc
2. Use search filters (Doc No, Scanned Doc No, Process Status, Verification Status, date ranges) if needed
3. Click a row in OCR Generic Doc Listing to open the edit panel, then review Main Details:
   • Doc No, Amount, Receipt Date
   • Company, Confidence Level, Verification Status
   • Current Process Status and updated-by info
4. Set Process Status (PENDING_REVIEW, DUPLICATE, or REJECTED)
5. If REJECTED, choose Reason to Reject
6. Review Line Items tab and adjust mappings/amount details where required
7. Click UPDATE
8. Click FINAL when review is complete

Outcome: The document is controlled, traceable, and locked from further unintended edits after finalization.

For Master Data Admins: Set Up OCR Company and OCR Item

Goal: Prepare reliable reference data for cleaner OCR mapping.

1. Open OCR Company and create supplier/retailer references
2. Maintain required details: company code, company name, country, and active status
3. Complete support details: address, postal code, city/state, contact number
4. Open OCR Item and create item references linked to OCR company records
5. Maintain required details: item code, item name, linked company, and active status
6. During line-item review, map OCR lines to valid financial items for consistent posting
7. Run a test receipt and confirm the expected company/item suggestions appear

Outcome: Better matching accuracy and reduced review friction for finance teams.

For Reporting Users: Generate OCR Scanned Doc Report CSV

Goal: Export OCR process history for analysis and audit follow-up.

1. Open OCR Scanned Doc Report
2. Optionally set date filters:
   • Created Date From / To
   • Updated Date From / To
3. Click Generate CSV
4. Wait for background processing (status appears in listing)
5. Use Actions to download completed reports

Outcome: Downloadable report files with status and error visibility.

For Applet Admins: Initial System Setup Checklist

Goal: Prepare the applet for production use with consistent defaults and access control.

1. From the applet left sidebar, go to Settings > Default Selection and set branch, location, and timezone defaults
2. From the same Settings menu, open Field Settings and decide how advanced search should behave
3. Configure permission sets and user/team/role permissions for Operations, Finance, and Admin users
4. Load baseline OCR Company and OCR Item master data
5. Run an end-to-end test cycle: upload -> review -> map -> finalize
6. Generate one test CSV report from OCR Scanned Doc Report to verify reporting access

Outcome: Teams start with correct defaults, right permissions, and a validated workflow.

Common Mistakes (Quick Start)

Scanned Receipt

This is the ingestion module for receipt images.

What You Can Do

• Upload receipt files and preview the image
• Set execution strategy (RUN_NOW or INSERT_TO_QUEUE)
• Track process status in listing
• View OCR output JSON in edit mode
• Rotate and zoom uploaded images for better review

Listing Highlights

• Scanned Doc No.
• Process Status
• Creation Date
• Modified Date
• Created By

Edit Behavior

• Process status can be updated during review
• Approved records are treated as locked for process status edits
• OCR output is displayed as read-only text for traceability

OCR Generic Doc

This is the main review workspace for OCR-converted header data.

Main Details Tab

• Doc No
• Amount (calculated from line totals)
• Receipt Date
• Created Date
• Company
• Verification Status
• Process Status
• Reason to Reject (shown when rejected)
• Status
• Updated By

Line Items Tab

The line item tab opens detailed line-level records where users can map financial items and adjust key fields.

Key Controls

• UPDATE saves review changes
• FINAL triggers posting lock flow
• Process status updates in this screen also sync to the linked Scanned Receipt process status
• If posting status is FINAL, selected fields and workflows become read-only

OCR Generic Doc Line Item

Use this module to refine OCR line-level data.

Editable Fields

• Financial Item (via selection dialog)
• Item Name
• Remarks
• Quantity
• Unit Price
• Status

Read-Only Context Fields

• OCR Generic Doc No
• OCR Item Code
• Description
• Company
• Updated By

Mapping Workflow

1. Open line item record
2. Click Financial Item
3. Select item from financial item listing
4. Save update
5. Use RESET if mapping should be cleared and remapped

Finalization Rule

If posting status is FINAL, line-item update actions are disabled.

Master Data Setup: OCR Company & OCR Item

OCR Company

Maintain retailer/company references used by OCR documents.

Typical fields:

• Company Code
• Company Name
• Description
• Country
• Address
• Postal Code
• City
• State
• Contact No.
• Status

Listing view includes: code, name, description, status, country, and contact/address details.

OCR Item

Maintain OCR item references linked to OCR companies.

Typical fields:

• Item Code
• Item Name
• Description
• Company
• Remarks
• Status

Listing view includes: item code, name, company, description, and status.

OCR Scanned Doc Report

Use this module for report generation and file download.

Report Workflow

1. Set optional created/updated date filters
2. Click Generate CSV
3. Wait for background generation
4. Download report from listing action button

Listing Columns

• Report Name
• Status
• Error Message
• Created Date
• Updated Date
• Actions (download/delete)

Operational Tip

If report generation is delayed, check status and error message in the listing before regenerating.

Finalization Control

Finalization is a critical safeguard for downstream accounting quality.

What FINAL Does

• Marks posting status as FINAL
• Restricts further edits on key header and line-item flows
• Preserves reviewed values for audit consistency

When to Use FINAL

Use FINAL only after:

• Process status and rejection logic (if any) are complete
• Company/item mapping is validated
• Quantity and unit price checks are done
• Reviewer confirms no further corrections are needed

Configuration & Settings

Use the left sidebar inside OCR Cash Bill Applet to open Settings and Personalization pages. Depending on role permissions, direct route links may not land on the expected sub-page.

Field Settings (Settings > Field Settings)

Control advanced search behavior for OCR Generic Doc listing. In current UI, these appear under OCR LIST ADVANCED SEARCH SETTING:

• HIDE_CUSTOMER_ADVANCED_SEARCH
• ENABLE_MEMBER_ADVANCED_SEARCH

Use these toggles to simplify search UX or enable member-focused filtering.

Default Selection (Settings > Default Selection)

Set applet-wide defaults for:

• DEFAULT_BRANCH
• DEFAULT_LOCATION
• DEFAULT_TIMEZONE

DEFAULT_COMPANY may be tenant-dependent (for some tenants it is auto-derived from branch and not shown as an editable field).

These reduce repetitive input and standardize user context.

Personalization > Default Selection

Users can set personal overrides for:

• Default Branch
• Default Location

These personal values override applet-level defaults for that user.

Access, Permission, and Integration Controls

The applet also includes standard admin routes for:

• Webhook
• Client-side permission listing
• Permission sets
• User/team/role permission controls
• Sidebar personalization

Use these during rollout to enforce role-based access and operational governance.

Labels & Localization Notes

• No applet-specific i18n translation JSON file is currently defined under this applet’s src/assets.
• A shared template file exists at micro-fe/src/assets/i18n/template.json, and it is currently empty ({}).
• In practice, labels are defined directly in:
  • Component templates (mat-label, button text, tab labels)
  • Listing column definitions (headerName)
  • Advanced search model label maps (for OCR Generic Doc, Scanned Receipt, OCR Company, OCR Item)

If multi-language support is planned later, these UI strings are the main extraction points.

FAQ

1. Why is the CREATE button disabled in Scanned Receipt Create?

At least one receipt image must be uploaded before creation is allowed.

2. What is the difference between Verification Status and Process Status?

Verification Status indicates OCR validation quality (PASS, FAIL, FLAGGED). Process Status indicates review decision flow (PENDING_REVIEW, DUPLICATE, REJECTED, APPROVED).

3. Why can I not edit some OCR Generic Docs or line items?

If posting status is FINAL, editing is restricted to protect finalized data integrity.

4. When should I choose RUN_NOW vs INSERT_TO_QUEUE?

Use RUN_NOW for immediate processing. Use INSERT_TO_QUEUE when batching uploads or when processing should be deferred.

5. How do I map OCR lines to accounting items correctly?

Open the line item, click Financial Item, select the appropriate item from the financial item list, then update. Use RESET if you need to remap.

6. Why can’t I set process status to APPROVED directly in some screens?

In the standard review flow, users typically set review statuses (PENDING_REVIEW, DUPLICATE, REJECTED). In current UI behavior, APPROVED is not offered in the reviewer dropdown and is generally system-controlled.

7. A generated report is not downloadable yet. What should I check?

Open OCR Scanned Doc Report and verify the row Status and Error Message. Download is available only after successful generation.

8. Which rejection reason should I use for too many submissions in one month?

Use: Rejected - Exceeded Monthly Submission Limit (Max. 7 receipts per month).

9. I selected the wrong company on OCR Generic Doc. What should I do?

Open the document, click the Company field, choose the correct OCR Company, then recheck line mapping before updating/finalizing.

10. A receipt looks duplicated. What is the correct handling flow?

Set process status to DUPLICATE, add an appropriate rejection reason where required, and keep a short remark for audit clarity before saving.