The Document Capture Section of the Business Central Role Center
Continia Document Capture greatly enhances the user interface and functionality of Microsoft Dynamics 365 Business Central by extending some of the standard Role Centers in Business Central. It does so by adding a whole new section with a number of useful cues and action tiles that make it easier for you to process your incoming documents.
This section, Continia Document Capture Activities, is divided into several cue groups, each of which contains multiple relevant cues or action tiles. These are all described in more detail below under The Continia Document Capture Activities section.
The following standard Business Central Role Centers have been extended with this section:
- Accountant
- Accounting Manager
- Accounts Payable Coordinator
- Bookkeeper
- Business Manager
Note
In addition to the above Role Centers, which have been extended by default, Continia partners can extend any additional Business Central Role Center with the Continia Document Capture Activities section as well. This is done using the page 6085573 CDC Doc. Capture Activities. If this is relevant to you, please reach out to your Continia partner.
The Continia Document Capture Activities section
The Continia Document Capture Activities section of the Role Center includes the following five cue groups:
Each of these cue groups contains multiple relevant cues or action tiles, as described in the sections below.
The Documents group
Containing four cues, the Documents cue group provides an overview of how many documents are pending OCR-processing, how many are ready to be imported, how many are ready to be registered, and how many are assigned to you.
Selecting Pending OCR or Ready to Import opens a corresponding page that lists all document categories. In the Documents for OCR column, you can see how many documents are pending OCR-processing for each category. When a document has been OCR-processed, it's moved to the Documents for Import column. If there was an issue with a document during the OCR-processing of it, it's moved to the Documents with Error column, from where you must then handle it manually.
Tip
If you want to view the details of the documents in any of the columns or carry out various actions for any of them, select the number in the relevant column for the relevant document category to open the Display Documents page, which lists all the documents in the selected column and category. From this page, you can search for a specific document in the list (Search), open a file to view it outside of Business Central (Show File), delete a file entirely (Delete), and import an OCR-processed file (Import File).
Note that in the From column, you can also view the email address of the original sender of a document (typically a vendor), rather than that of an intermediary mailbox or similar.
Selecting Ready to Register opens the document journal, which is where you process imported documents and capture the textual information that’s contained within them. Note that when you access the document journal this way from the Role Center, it's called Ready to Register – not Document Journal. But rest assured that it's the document journal as you know it nonetheless. For more information about the document journal and how to use it, see Working with Paper and PDF Documents.
Selecting Assigned to me opens the Assigned to me page, which enables you to view, process, unassign, or reassign documents that have been assigned to you. The documents displayed here have been assigned to you because you’re better equipped to handle them than the users who assigned them to you. They’re not documents for approval or in any other way related to document approval.
The Purchase Approval - Invoices group
The Purchase Approval - Invoices cue group is dedicated to purchase invoices (abbreviated "PIs" in the user interface) and contains three cues. It provides an overview of how many invoices are open, how many are ready to be approved, and how many have been released.
Selecting Open PIs opens a corresponding page that lists all invoices with the status Open. The Open PIs page is essentially a filtered version of the standard Business Central page Purchase Invoices, in that it only shows open invoices and not invoices with other statuses as well.
Selecting PIs for Approval opens a corresponding page that lists all invoices with the status Pending Approval. As with the Open PIs page described above, the PIs for Approval page is essentially a filtered version of the standard Business Central page Purchase Invoices, in that it only shows invoices pending approval and not invoices with other statuses as well.
Selecting Released PIs opens a corresponding page that lists all invoices with the status Released. As with the Open PIs and PIs for Approval pages described above, the Released PIs page is essentially a filtered version of the standard Business Central page Purchase Invoices, in that it only shows invoices that have been released to the next stage of processing and not invoices with other statuses as well.
Note
For more information about the standard Business Central purchase invoice functionality relating to any of the pages above, see Purchasing (Microsoft page). For information about purchase approval in general, see Overview of Purchase Approval.
The Purchase Approval - Credit Memos group
The Purchase Approval - Credit Memos cue group is dedicated to purchase credit memos (abbreviated "PCMs" in the user interface) and contains three cues. It provides an overview of how many credit memos are open, how many are ready to be approved, and how many have been released to the next stage of processing.
Selecting Open PCMs opens a corresponding page that lists all credit memos with the status Open. The Open PCMs page is essentially a filtered version of the standard Business Central page Purchase Credit Memos, in that it only shows open credit memos and not credit memos with other statuses as well.
Selecting PCMs for Approval opens a corresponding page that lists all credit memos with the status Pending Approval. As with the Open PCMs page described above, the PCMs for Approval page is essentially a filtered version of the standard Business Central page Purchase Credit Memos, in that it only shows credit memos pending approval and not credit memos with other statuses as well.
Selecting Released PCMs opens a corresponding page that lists all credit memos with the status Released. As with the Open PCMs and PCMs for Approval pages described above, the Released PCMs page is essentially a filtered version of the standard Business Central page Purchase Credit Memos, in that it only shows credit memos that have been released to the next processing stage and not credit memos with other statuses as well.
Note
For more information about the standard Business Central purchase credit memo functionality relating to any of the pages above, see Purchasing (Microsoft page). For information about purchase approval in general, see Overview of Purchase Approval.
The Purchase Contracts group
The Purchase Contracts cue group is dedicated to purchase contracts and contains four cues. It provides an overview of how many contracts you have in total, how many should have been reviewed recently, how many should have been reviewed a while ago and are now overdue, and how many have been reviewed and returned by the reviewer.
No matter which of the four cues you select – All, Review Due, Review Overdue, or Review Submitted – the Purchase Contracts page opens. It's named and filtered differently according to your selection though, but the overall layout is always the same. The following table describes the various actions available in the action bar of this page for all four cues:
| Action | Description |
|---|---|
| New | Select this to create a new purchase contract. |
| Manage | Select this to view, edit, or delete an existing purchase contract. |
| Home | Select this to perform various actions related to purchase contract reviews:
Note You must be a purchase contract administrator to perform most of the above actions, except for Submit Review. |
| Contract | Select this to perform various actions related to the purchase contract itself:
|
| Actions | Select this to perform additional actions:
|
For more information about purchase contracts in general, see Overview of Purchase Contracts.
The Actions group
The Actions cue group contains five action tiles that allow you to perform different tasks and operations:
| Action | Description |
|---|---|
| Submit Document | Select this to open a page with a list of email addresses for each document category. To import a document into Document Capture, select an email addresses from the list (you may want to maximize the page), and then send an email to the selected email address with the relevant document attached. For more information, see Importing Documents (go to "Via email"). |
| Import Files | Select this to import all files from the Ready to Import cue in the Documents cue group. The files will then be moved to the Ready to Register cue. For more information, see Importing Documents (go to "Via email"). |
| Document Search | Select this to search through all of your PDF and XML documents for any text you want to find. All textual content in the documents will be checked, no matter if the text has been captured or not. Note that Find entries will find all entries related to the transaction you've searched for, even including unposted documents (such as invoices that are pending approval or haven't been registered yet). |
| Send Status email to Approvers | Select this to send an email notification to all approvers that have pending approval requests. For more information, see To send status emails manually. |
| Send Status email to Purchase Contract Reviewers | Select this to send an email notification to all purchase contract reviewers that have contracts pending their review. |