OCR Cash Bill Applet

Purpose and Overview

The OCR Cash Bill Applet helps teams convert receipt images into structured financial records with a controlled review workflow. Instead of manual key-in, users upload receipts, review OCR output, map line items, apply process decisions, and finalize documents for downstream processing.

Who Benefits from This Applet?

Operations / Shared Service Teams:

• Upload and process receipt images quickly
• Reduce repetitive manual data entry
• Monitor processing outcomes from listing views
• Standardize review decisions with clear statuses

Finance Reviewers / AP Teams:

• Validate extracted document details before posting
• Review OCR output side-by-side with receipt images
• Apply rejection reasons consistently
• Finalize review-complete records with lock control

Master Data Admins:

• Maintain OCR Company references
• Maintain OCR Item references
• Improve line-item mapping quality
• Standardize merchant and item references for accounting use

Audit, Compliance, and Finance Leadership:

• Monitor verification and process outcomes
• Export report files for reconciliation and audit follow-up
• Preserve auditability with finalization controls

What Problems Does This Solve?

The Manual Receipt Processing Problem:

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

• Receipt quality is inconsistent (blurred, cropped, incomplete)
• Manual key-in causes delays and data entry errors
• Duplicate and invalid submissions are hard to control consistently
• Review decisions vary without standardized status usage
• Reporting and audit evidence extraction is slow

The OCR Cash Bill Applet Solution:

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

Key Features Overview

Key Concepts

Understanding the OCR Processing Framework

OCR Hierarchy Structure

Here is a visual flowchart of the OCR cash bill processing and membership reward lifecycle:

    flowchart TD
    A["Receipt Upload (Operations or Member)"] -->|Image Ingestion| B["Scanned Receipt (Intake Record)"]
    B -->|OCR Extraction| C["OCR Generic Doc (Header Data)"]
    B -->|OCR Extraction| D["OCR Generic Doc Line Items (Item Details)"]
    
    C -->|Reviewer Validation| E["Verify Merchant and Receipt Date"]
    D -->|Line Mapping| F["Map OCR Lines to Financial Items"]
    F -->|Accumulates| G["Calculate Line Points"]
    
    E --> H["Click FINAL (Posting Control)"]
    G --> H
    H -->|System Check| I["Resolve Member Profile (User to Active Card)"]
    I -->|Successful Link| J["Lock Document (Posting Status: FINAL)"]
    J -->|Post Rewards| K["Award Total Points to Loyalty Account"]
  

Flow Through the Hierarchy:

1. Scanned Receipt: Upload and process the receipt image.
2. OCR Generic Doc: Validate the extracted header details.
3. OCR Generic Doc Line Item: Validate and map individual extracted lines.
4. Process Status: Set the operational review decision (PENDING_REVIEW, DUPLICATE, or REJECTED).
5. Finalization: Confirm the review is complete to lock the document as FINAL and link member details.
6. Reporting: Generate a CSV output for tracking and audit reconciliation.

The “Golden Triangle” of OCR Processing

How they link:

1. The source image creates the scanned receipt record.
2. OCR extraction generates header and line records.
3. Reviewers validate and map extracted data.
4. Finalization locks approved review output.

Standardized Rejection Reasons

Use one of these reasons when setting process status to REJECTED:

• 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 up and running quickly with these essential 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 + (Create).
3. Set Status (default ACTIVE).
4. Select Execution Strategy:
   • RUN_NOW for immediate OCR processing
   • INSERT_TO_QUEUE for deferred/queued processing
5. Upload receipt image in Receipts Upload.
6. Click CREATE.

What happens next? The document appears in listing and is ready for reviewer validation in OCR Generic Doc.

For Finance Reviewers: Process an OCR Generic Doc

Goal: Validate OCR output, apply process status, and finalize correctly.

1. Open OCR Generic Doc.
2. Search by Doc No, Process Status, Verification Status, or date ranges.
3. Open target record and review Main Details (amount, receipt date, company, confidence level, status).
4. Set Process Status to PENDING_REVIEW, DUPLICATE, or REJECTED.
5. If REJECTED, select Reason to Reject.
6. Open Line Items tab and validate mapping/values.
7. Click UPDATE.
8. Click FINAL once review is complete.

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

Goal: Build clean references for stable line-item mapping.

1. Open OCR Company and maintain company master details.
2. Open OCR Item and maintain item master records linked to company.
3. Run a sample receipt and verify expected company/item mapping behavior.

For Reporting Users: Generate OCR Scanned Doc Report CSV

Goal: Export OCR process data for operational analysis and audit.

1. Open OCR Scanned Doc Report.
2. Set optional created/updated date filters.
3. Click Generate CSV.
4. Wait for background processing to complete.
5. Download from listing Actions.

For Applet Admins: Initial System Setup

Goal: Prepare production-ready defaults and governance controls.

1. Configure Settings > Default Selection (branch, location, timezone).
2. Configure Settings > Field Settings for advanced search behavior.
3. Configure user/team/role permissions for Operations, Finance, and Admin users.
4. Load baseline OCR Company and OCR Item records.
5. Test upload -> review -> map -> finalize.
6. Generate a test CSV report to verify reporting access.

Processing Status Tracking

Monitor review, quality, and lock status clearly before finalization.

What is Processing Status Tracking?

Processing status tracking helps teams distinguish OCR quality state from operational decision state and final posting lock state.

How to Check Processing Status

1. Open Scanned Receipt to check intake progress.
2. Open OCR Generic Doc for verification and process decisions.
3. Review OCR Generic Doc Line Item for mapping completeness.
4. Confirm posting status before and after finalization.

Key Features

• Clear separation between OCR quality and process decision states
• Standardized rejection reason selection
• Finalization lock to protect reviewed data
• Status-driven report export visibility

Common Scenarios

Scenario 1: Duplicate Submission

Process Status: DUPLICATE
Action: Mark duplicate and keep audit notes
Outcome: Prevents duplicate posting flow

Scenario 2: Incomplete OCR Data

Verification Status: FLAGGED
Process Status: REJECTED
Reason: Rejected - Incomplete details
Outcome: Controlled rejection with clear audit reason

Scenario 3: Review Completed

Process Status: PENDING_REVIEW -> APPROVED (system flow)
Posting Status: FINAL
Outcome: Record is locked and ready for reporting/reconciliation

Tips for Reviewers

• Use the most specific rejection reason available
• Complete line-item mapping before finalization
• Avoid setting FINAL until process checks are complete
• Re-check process and posting statuses before exporting reports

For Operations Users

Scanned Receipt - Your Intake Workspace

Listing Highlights

CP-Commerce (CP-COM) Website or App and Membership Applet Integration

When you utilize the Akaun platform, the CP-Commerce (CP-COM) website or app, and the Membership module together, these systems integrate to allow customers to submit receipts and track their loyalty points directly from the customer-facing website or app.

CP-Commerce (CP-COM) Website or App Features

• Receipt Upload: Customers can upload photo/scanned images of cash bills and retail receipts directly on the customer-facing website or app to submit them for automated OCR ingestion and review.
• Points Balance and History: Customers can view their earned loyalty point balances and historical ledger using the Point History Widget on the website or app.

For detailed instructions on setting up layout templates and configuring widgets on the website or app, refer to the CP-Commerce Admin Applet documentation.

Membership Applet Connection

• The OCR Cash Bill Applet processes the receipt to determine point eligibility and totals.
• Once finalized, the points are posted to the user’s loyalty account in the Membership Admin Applet.
• Loyalty programs, point conversion rates, tier settings, and member listings are configured and managed directly in the Membership Admin Applet.

For more details on managing loyalty programs and card settings, refer to the Membership Admin Applet documentation.

For Finance Reviewers

OCR Generic Doc - Header Review Workspace

When you edit an OCR Generic Doc, the workspace is split into two tabs:

Main Details Tab Field Guide

Key Controls:

• UPDATE saves reviewer changes
• FINAL locks reviewed record
• Process status updates sync to linked scanned receipt status
• FINAL posting status restricts editable actions

Rejection Handling Guide

1. Set Process Status to REJECTED.
2. Select Reason to Reject.
3. Click UPDATE.

OCR Generic Doc Line Item - Line Mapping Workspace

Line Item Fields Guide:

Mapping Workflow:

1. Open a line-item record.
2. Click Financial Item.
3. Select item from financial item listing.
4. Save update.
5. Use RESET if remapping is required.

Finalization Rule: If posting status is FINAL, line-item updates are disabled.

Master Data Setup

Master data setup is required to establish clean merchant and product mappings for receipt ingestion. Before processing receipts, ensure you have set up the relevant merchant companies and item codes.

OCR Company (Master Data > OCR Company)

What is OCR Company? This module maintains merchant and retailer profiles. When receipts are ingested, their header data is associated with these company records.

Creating an OCR Company - Field-by-Field Guide:

OCR Item (Master Data > OCR Item)

What is OCR Item? This module maintains the specific items or products sold by OCR Companies. Linking OCR lines to these item definitions ensures consistent financial categorization.

Creating an OCR Item - Field-by-Field Guide:

Reporting

OCR Scanned Doc Report - CSV Export Workflow

Use this module to generate and download report files.

Report Workflow:

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

Listing Columns:

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

Scenario-Based Examples:

1. Daily finance reconciliation: Set Created Date to today, generate CSV, and use the file to match newly scanned receipts against daily finance review workload.
2. Month-end compliance review: Set Updated Date to the month range, export the CSV, and use it as audit evidence for processed, rejected, and finalized receipt records.
3. Exception follow-up by operations: Generate the report for the target period, then use Status and Error Message columns to identify failed/blocked records before reprocessing.

Operational Tip: If generation is delayed, check row status and error message before regenerating.

Finalization Control and Membership Point Integration

Finalization is the final step in the review process. It locks the document to prevent accidental changes and triggers the reward points settlement.

What is Finalization?

When a reviewer finalizes an OCR Generic Doc, the system performs a validation check to link the document to the submitter’s membership card and locks the record for accounting and audit integrity.

How the Membership Rewards System Connects

Each uploaded cash bill/receipt contains line items that carry reward values. Here is how the system processes and connects these transactions to the membership program:

1. Member Account Identification: When you click FINAL, the system automatically identifies the submitting member. It matches the user account that uploaded the receipt with their active membership card registered in the organization.

2. Document Linkage: The resolved membership account is linked to both the OCR Generic Doc and the Scanned Receipt records. Any previously recorded rejection reason is cleared.

3. Points Aggregation: The system calculates the total points by summing the reward point values of all mapped line items.

4. Reward Display: Once posting status moves to FINAL, the Main Details tab displays three new read-only fields:

   • Membership Points: The total loyalty points awarded.
   • Points Currency: The unit type used for rewards (e.g., points, credits).
   • Points Type: The specific reward tier or category.

Scenario-Based Examples

Scenario 1: Automatic Membership Account Resolution

Context: An operations user uploads a receipt for a member who did not manually input their member card ID.

1. The reviewer verifies the receipt details and clicks FINAL.
2. The system automatically searches for the active membership card associated with the member’s profile and company.
3. The card details are linked to the receipt, and the status moves to FINAL successfully.

Scenario 2: Successful Reward Settlement

Context: A receipt with three items eligible for membership points is finalized.

1. The reviewer clicks FINAL.
2. The system successfully posts the document.
3. The reviewer opens the document and views the Membership Points, Points Currency, and Points Type fields, which are now visible and read-only.
4. The member receives the points in their loyalty wallet.

Scenario 3: Finalization Blocked

Context: An error occurs because the transaction date falls in a closed accounting period, or there is an inventory/serial mismatch on a mapped line.

1. The reviewer clicks FINAL.
2. The system rejects the request and displays a descriptive error message (e.g., “Fiscal Period is Locked”).
3. The posting status remains active/pending review. The reviewer must resolve the validation issue before finalizing again.

What Changes After Finalization

Once a document is finalized:

• The Posting Status is permanently set to FINAL.
• All fields on the OCR Generic Doc, including the Reason to Reject, are locked and cannot be edited.
• The Line Items tab blocks any further item mapping or quantity/price adjustments.
• Membership Points details become visible as read-only fields on the Main Details tab.

When to Finalize

Only finalize a document after:

• The Process Status has been reviewed and verified.
• The company and retailer details are correctly selected.
• All line items have been correctly mapped to financial items.
• Line quantities and unit prices are checked for accuracy.

What to Follow Up After Finalizing

1. Confirm that the document’s posting status appears as FINAL in the search filters.
2. Verify that the edit buttons and inputs are disabled.
3. Review the Membership Points fields to ensure rewards were populated as expected.
4. Export the data using the OCR Scanned Doc Report if reconciliation or audit follow-ups are needed.

Configuration and Settings

Use the applet left sidebar to open Settings and Personalization pages.

Field Settings (Settings > Field Settings)

Control advanced search behavior for the OCR Generic Doc listing.

Default Selection (Settings > Default Selection)

Set applet-wide defaults to reduce repetitive user input during manual data updates.

Note: DEFAULT_COMPANY is tenant-dependent and is automatically derived based on the selected branch.

Personalization > Default Selection

Users can set personal overrides that take precedence over the applet-wide settings.

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

Access, Permission, and Integration Controls

Use admin controls for:

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

Audit

Audit Trail (Settings > Applet Log)

Use Applet Log to track:

• Who performed each action
• What fields changed
• When changes occurred
• Which document/status was affected

This supports compliance checks, investigation workflows, and operational troubleshooting.

Personalization

Default Selection

Set personal default branch and location to speed up daily processing. Personalization values override applet defaults for the specific user.

FAQ

Q: Why is the CREATE button disabled in Scanned Receipt Create? A: At least one receipt image must be uploaded before creation is allowed.

Q: What is the difference between Verification Status and Process Status? A: Verification Status represents OCR quality (PASS, FAIL, FLAGGED), while Process Status represents reviewer decision flow (PENDING_REVIEW, DUPLICATE, REJECTED, APPROVED).

Q: Why can I not edit some OCR Generic Docs or line items? A: If posting status is FINAL, editing is restricted to protect finalized data integrity.

Q: When should I choose RUN_NOW vs INSERT_TO_QUEUE? A: Use RUN_NOW for immediate processing and INSERT_TO_QUEUE for deferred or batched processing.

Q: How do I map OCR lines to accounting items correctly? A: Open line item, click Financial Item, select correct mapping from list, and update. Use RESET if remapping is needed.

Q: Why can’t I set process status to APPROVED directly in some screens? A: Reviewer flows typically use PENDING_REVIEW, DUPLICATE, or REJECTED. In current behavior, APPROVED is generally system-controlled.

Q: A generated report is not downloadable yet. What should I check? A: Check row Status and Error Message in OCR Scanned Doc Report. Download is available only after successful generation.

Q: Which rejection reason should I use for too many submissions in one month? A: Use Rejected - Exceeded Monthly Submission Limit (Max. 7 receipts per month).

Q: I selected the wrong company on OCR Generic Doc. What should I do? A: Open the document, choose the correct company, then recheck line mapping before updating or finalizing.

Q: A receipt looks duplicated. What is the correct handling flow? A: Set process status to DUPLICATE, provide a clear remark or rejection context if required, then save for audit traceability.

Q: How does the system calculate Membership Points for a receipt? A: The system aggregates points from individual line items. Each line item has its own point value calculated on the backend during OCR processing and item mapping. The total sum is displayed as Membership Points on the main document once finalized.

Q: What happens if a user doesn’t have an active membership card when the receipt is finalized? A: The system automatically looks up the active membership card associated with the user’s account and organization. If no card is found, the finalization cannot complete, and you must link or register a membership card first.