OCR Cash Bill Applet

Purpose and Overview

The OCR Cash Bill Applet helps teams digitize and process cash bill receipts end-to-end. Instead of manually keying every receipt, users can upload scanned receipts, review OCR-extracted details, map line items to financial items, and control processing through clear status workflows.

Key Features Overview

Who Benefits from This Applet?

Operations / Back Office Teams:

• Upload and track scanned receipt batches quickly
• Reduce manual data entry from paper receipts
• Review OCR output directly against the source image

Finance Reviewers:

• Validate extracted document details before finalization
• Apply process statuses (Pending Review, Duplicate, Rejected)
• Record standardized rejection reasons for auditability

Master Data Admins:

• Maintain OCR Company and OCR Item master data
• Map OCR line items to valid financial items
• Improve recognition quality with cleaner reference data

Audit & Compliance Teams:

• Monitor confidence and verification statuses
• Track who updated documents and when
• Export processing reports for evidence and reconciliation

What Problems Does This Solve?

The Manual Receipt Processing Problem:

Without OCR workflow tooling, receipt handling is often slow and inconsistent:

• Data entry bottlenecks from image/PDF receipts
• Inconsistent item naming and retailer mapping
• Limited visibility into verification and rejection decisions
• Difficult tracking of what is pending vs finalized
• No simple way to generate exportable processing logs

The OCR Cash Bill Applet Solution:

• Receipt digitization - Upload receipts and capture OCR output in one flow
• Structured review workflow - Manage process and verification statuses systematically
• Master data mapping - Standardize OCR company and item references
• Line-level control - Map to financial items and adjust quantity/unit price where allowed
• Finalization control - Lock finalized records to preserve posting integrity
• Exportable reporting - Generate and download OCR scanned document reports

Key Features Overview

Key Concepts

OCR Workflow Pipeline

The applet follows a practical processing sequence:

Receipt Image Upload
        ->
Scanned Receipt Record
        ->
OCR Generic Doc (Header)
        ->
OCR Generic Doc Line Items
        ->
Financial Item Mapping + Review
        ->
Process Decision (Pending / Duplicate / Rejected / Approved)
        ->
Final Posting Status (FINAL locks editing)
        ->
CSV Export & Audit Reporting

Status Model You Should Know

Quick Start Guide

For Operations Users: Upload Your First Receipt

Goal: Create a scanned receipt record and trigger OCR processing.

1. Go to Scanned Receipt from the sidebar
2. Click Add and open Scanned Receipt Create
3. Set Status and Execution Strategy (RUN_NOW or INSERT_TO_QUEUE)
4. Upload the receipt image in Receipts Upload
5. Click CREATE

Outcome: The receipt appears in Scanned Receipt Listing with a process status and can be reviewed in detail.

For Finance Reviewers: Review and Process an OCR Generic Document

Goal: Validate OCR output and move document through review workflow.

1. Open OCR Generic Doc and select a document
2. In Main Details, review:
   • Doc No, Amount, Receipt Date
   • Company, Confidence Level, Verification Status
   • Current Process Status and Reason to Reject (if applicable)
3. Update Process Status as needed (e.g., PENDING_REVIEW, DUPLICATE, REJECTED)
4. If rejected, choose a Reason to Reject
5. Review Line Items tab and adjust mapped lines where needed
6. Click UPDATE, then click FINAL when ready for posting lock

Outcome: Document is reviewed, traceable, and protected after finalization.

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

Goal: Maintain high-quality reference data for better matching.

1. Go to OCR Company and create/update company records:
   • Company Code, Company Name, Country
   • Address, Postal Code, City, State, Contact No., Status
2. Go to OCR Item and create/update item records:
   • Item Code, Item Name, Description, Company, Status
3. During line-item review, use Select Financial Item to map OCR lines to valid financial items
4. Save updates and verify mappings in subsequent OCR Generic Doc reviews

Outcome: Better standardization and cleaner downstream posting data.

For Reporting Users: Generate and Download OCR Processing CSV

Goal: Export OCR processing logs for follow-up and audit.

1. Open OCR Scanned Doc Report
2. Set any date filters:
   • Created Date From/To
   • Updated Date From/To
3. Click Generate CSV
4. Wait for background processing (status updates in listing)
5. Download file from Actions once complete

Outcome: Shareable report file with processing status history.

Core Modules

Scanned Receipt

Use this module to ingest receipt images and manage early-stage OCR processing.

Key capabilities:

• Upload receipt images during creation
• Choose execution strategy (RUN_NOW or INSERT_TO_QUEUE)
• Track receipt-level process status
• View raw OCR output JSON in edit mode
• Preview uploaded image while reviewing

Listing highlights:

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

OCR Generic Doc

This is the main review workspace for OCR-converted document headers.

Main Details tab includes:

• Doc No, Amount, Receipt Date, Created Date
• OCR retailer/company reference
• Verification Status and Confidence Level
• Process Status and Reason to Reject
• Updated By and active/inactive status control

Line Items tab includes:

• Line-level review and edit flow
• Jump to line item edit for mapping and amount refinement

Important behavior:

• FINAL posting status locks editing behavior
• Rejection reason is shown when process status is REJECTED
• Standardized rejection reasons include cases like duplicate receipt, incomplete details, and exceeded monthly submission limit

OCR Generic Doc Line Item

This module controls line-level refinement and mapping.

What you can edit:

• Financial Item mapping
• Item Name
• Quantity
• Unit Price
• Remarks
• Line status

What is read-only:

• OCR Generic Doc No
• Item Code (OCR extracted)
• Description
• Company
• Updated By

Additional behavior:

• Reset financial item mapping when needed
• If posting status is FINAL, update action is disabled

OCR Company

Maintain OCR retailer/company master records used in document review.

Company fields supported:

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

Listing supports:

• Search by code, name, and country
• Quick visibility into status and contact details

OCR Item

Maintain OCR item master records and tie them to OCR companies.

Item fields supported:

• Item Code, Item Name
• Description, Remarks
• Linked OCR Company
• Status

Listing supports:

• Search by item code/name and company
• View standardized item metadata for mapping consistency

OCR Scanned Doc Report

Use this module to generate and download CSV report files.

Report workflow:

1. Set date filters (created/updated ranges)
2. Trigger Generate CSV
3. Monitor report queue status
4. Download completed files from Actions

Listing columns:

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

Configuration & Settings

Field Settings (Settings > Field Settings)

Control OCR Generic Doc listing behavior with toggles:

• HIDE_CUSTOMER_ADVANCED_SEARCH
• ENABLE_MEMBER_ADVANCED_SEARCH

Use this when you want to simplify or expand search options for end users.

Default Selection (Settings > Default Selection)

Configure applet-wide defaults:

• DEFAULT_BRANCH
• DEFAULT_LOCATION
• DEFAULT_COMPANY (derived from branch selection)
• DEFAULT_TIMEZONE

This helps reduce repetitive input and keeps list/report contexts consistent.

Personal Defaults (Personalization > Default Selection)

Each user can set personal overrides for:

• Default Branch
• Default Location

These values override applet defaults for that specific user session.

Additional Admin Controls

The applet routing includes standard platform admin areas for:

• Webhook settings
• Permission set/user/team/role permissions
• Client-side permission listing
• Sidebar personalization

Use these when rolling out the applet to different teams with different access scopes.

FAQ

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

The button stays disabled until at least one receipt image is uploaded.

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

Verification Status reflects OCR validation outcome (PASS, FAIL, FLAGGED). Process Status reflects operational decision flow (PENDING_REVIEW, DUPLICATE, REJECTED, APPROVED).

3. Why can I no longer edit some OCR Generic Docs or line items?

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

4. How do I map an OCR line to the right financial item?

Open the line item edit screen, click Financial Item, select from the financial item listing, then update and save.

5. Where do I set default branch and location for all users?

Use Settings > Default Selection for applet-wide defaults. Users can still override via Personalization > Default Selection.

6. I generated a report but cannot download it yet. What should I check?

Open OCR Scanned Doc Report and check the report row status and error message. Download becomes available after generation completes successfully.