Continia Document Capture demo script

• 19/11/2025
• 21 minutes to read

This script provides a step-by-step description of how to give a complete demonstration of the standard features in Continia Document Capture.

The purpose of the Continia demo systems is to give Continia partners an environment to educate end customers, and to present and test the latest versions of Document Capture. Previous knowledge of Document Capture is required.

This demo environment is already set up and ready to use, and it's always updated to the latest version of Document Capture.

The script covers the following processes:

Users in the demo environment

The names of the users in your demo environment differ depending on the localization of the environment. In Document Capture, the following user roles are available:

The user names in the welcome email and the Continia Demo Portal are the actual names of the users in your environment.

To register PDF invoices with total amount

1. Sign in to Business Central as the controller Ester Henderson (EH).

2. In the Role Center, click Ready to Register.

3. Select the first invoice from vendor 20000 (First Up Consultants/AR Day Property Management).

   Note

   Note that this invoice is an OCR-processed document (a PDF file). For the registration of XML documents, see Purchase document registration – XML below.

4. On the Document Header FastTab, select one of the value fields in the list to identify the location of the value in the document image, and to verify that it has been captured correctly.

5. Go through the remaining document header fields to confirm that the initial field recognition has been completed successfully.

6. Under No., add a suitable G/L account.

   Tip

   The following G/L accounts are suitable in this context, depending on your localization:

   • AT: 7610, AU: 6040, BE: 612500, CH: 6500, DE: 6815, DK: 05650, ES: 6290002, FI: 6851, FR: 618000, GB: 31010, NL: 3610, NO: 8210, NZ: 8210, PL: 8130, SE: 6230, US: 64100

7. In the dialog box that opens, click Yes to set up the template to use the selected account whenever you register future invoices from this vendor.

8. Select the Posting Description field value, and highlight the relevant text in the document image using your left mouse button.

9. The document has now been fully recognized. Click Home > Register to create the purchase invoice in Business Central.

10. The Purchase Invoice page opens automatically. Confirm that the recognized (imported) amount corresponds to the line total in the invoice line section, and then click Request Approval > Send Approval Request > OK to confirm. The Document Status changes to Pending Approval.

11. Close the Purchase Invoice page to return to the document journal.

12. Register the other two invoices from vendor 20000 (First Up Consultants/AR Day Property Management) in the document journal, and then send them for approval by selecting Recognize Fields > Register > Send Approval Request > OK.

To register PDF invoices with lines

1. In the document journal, select the first invoice from vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster) – invoice number 17777.

2. On the action bar, click Document > Document Card.

3. To make changes to the page, click the pencil icon above the document title.

4. On the General FastTab, go to Recognize Lines and select AI in the dropdown menu.

   Tip

   You can also showcase the manual line recognition process. To do so, select the No. value field on the Lines FastTab and then select and capture the header Item # in the document image by drawing an orange box around it using the right mouse button. Repeat this process for the remaining value fields.

5. Fill out the three line translations as follows:

   
   

   Line number	No.	Translate to Type	Translate to No.
   1	C1908	Item	1908-S
   2	C1900	Item	1900-S
   3	MP1969	GL Account	Relevant office supplies account (see note below)

   Note

   For line 3 above, the Translate to No. account depends on your localization:

   • AT: 7610, AU: 6040, BE: 612500, CH: 6500, DE: 6815, DK: 05650, ES: 6290002, FI: 6851, FR: 618000, GB: 31010, NL: 3610, NO: 8210, NZ: 8210, PL: 8210, SE: 6230, US: 64100

6. On the action bar, click Register to create the invoice in Business Central, and then click Send Approval Request.

7. Return to the document journal, and register the next invoice from vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster), with invoice number 18888. Don't send this invoice for approval.

8. Recognize the last invoice from vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster) – invoice number 19999. As new item numbers are now recognized, several line errors are displayed. Don't register the invoice.

To register XML invoices with lines

1. In the document journal, select the first Peppol document from Nod Publishers/Service Electronics Ltd./London Postmaster.

   Note

   Note that this invoice is an XML document. For the registration of OCR-processed documents (PDF files), see Purchase document registration – total amount above.

2. Look at the XML Path column to see where the data is identified in the XML document.

3. Whenever an XML document is recognized, the line recognition feature is automatically activated, meaning that Document Capture automatically identifies all recognized item numbers based on Item Reference, Purchase Line Translation, Description Translation, and Vendor Item. On the action bar, click Register to create the purchase invoice in Business Central.

4. The Business Central Purchase Invoice page opens automatically. Close the page to return to the document journal.

5. Select the second Peppol invoice from Nod Publishers/Service Electronics Ltd., and then click Recognize Fields. This invoice has a document embedded in the XML file, as evidenced by the number (1) that's displayed in the Attachments field of the Document Header section.

6. To view the attached file, select the Document field in the upper-left corner of the document viewer, and then select the file from the dropdown menu that opens.

7. The comments section displays a warning that needs attention. This warning appears because the XML document contains values that are currently not recognized in any template fields. Document Capture comes with built-in functionality to validate XML document amounts, and each validation results in a user notification. Click Template > Add Template Field to add the relevant fields to the template.

8. When asked if you'd like to review the list of missing fields, click Yes.

9. Select both fields (95 – Discount and CG – Cleaning), and then click OK.

10. When the fields have been added, the values are automatically recognized. In the comments section, a couple of new messages are displayed. In this demo scenario, the two newly recognized amounts must be assigned to a G/L account.

11. Click Template > Accounts for Amounts to open the posting setup for the recognized header amount fields.

12. Choose a suitable G/L account for both amounts, and click OK to confirm.

    Tip

    The following G/L accounts are suitable in this context, depending on your localization:

    • AT: 7610, AU: 6040, BE: 612500, CH: 6500, DE: 6815, DK: 05650, ES: 6290002, FI: 6851, FR: 618000, GB: 31010, NL: 3610, NO: 8210, NZ: 8210, PL: 8210, SE: 6230, US: 64100

13. Click Recognize Fields to check that everything has been recognized correctly. If so, click Register to create the purchase invoice in Business Central.

14. Once the invoice has been created, send it for approval by selecting Send Approval Request > OK.

To match purchase invoices against orders/receipts

1. In the document journal, select the invoice from vendor 40000 (Wide World Importers/Lewis Home Furniture) or 30000 (CoolWood Technologies).
2. To match the invoice against a purchase order/receipt, click Home > Match Lines to open the matching page.
3. Click Home > Perform Match. Note that the purchase order receipt lines are automatically matched with the purchase invoice.
4. Close the page to return to the document journal.
5. In the comments section, a message informs you that the invoice has been fully matched with the purchase receipt.
6. On the action bar, click Home > Register to create the invoice in Business Central, and then click Send Approval Request > OK.
7. Close all pages to return to the Role Center.

To approve invoices in the Continia Web Approval Portal

1. Sign in to the Continia Web Approval Portal as the approver Robin Bettencourt (RB).
2. On the My Open Approvals page, in the list of documents for approval, select the Nod Publishers/Service Electronics Ltd. invoice with a total amount of 797.00 excluding VAT (invoice number 17777).
3. Under Invoice Lines, in the Department column, add the department codes you prefer.
4. To attach a document, open Windows File Explorer, and then drag the relevant document from your desktop to the drop area in the Web Approval Portal.
5. On the action bar, click Approve to approve the invoice.
6. Finalize and approve the second invoice (invoice number F-18888) from vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster).
7. Select the invoice from Wide World Importers/Lewis Home Furniture, and then click Put on hold on the action bar.
8. In the box that opens, select a reason code and enter a reason for putting the approval on hold, and then click OK to close the box.
9. As you're signed in as Robin Bettencourt, who's currently unavailable, you must adjust your out-of-office settings. Click the cogwheel in the upper-right corner, and specify that Robin will be away for the rest of the week.
10. Close the browser.

To approve invoices in the Business Central web client

1. Sign in to Business Central as the controller Ester Henderson (EH).

2. Navigate to the Purchase Approval Entries page.

   Note

   Because Robin Bettencourt has limited approval rights, not all invoices are released. Robin has shared his approvals with Ester Henderson (EH), who's the next approver in this setup. The documents that have been submitted to Robin and which are still open are displayed in the list of purchase documents for approval, under the heading Shared by Robin Bettencourt.

3. In the list, under the heading Shared by Robin Bettencourt, select the first invoice from First Up Consultants/AR Day Property Management (invoice number 44444444), and then click Approve.

4. Open the Purchase Invoices page. Note that all approved purchase invoices have the status Released and are ready to be posted.

5. Go to the released invoice from Nod Publishers/Service Electronics Ltd., select No. to open the Purchase Invoice card, and then click Posting > Post.

6. When asked if you'd like to view the posted invoice, click Yes. This opens the Posted Purchase Invoice card.

To access the archive using 'Find Entries'

1. On the Posted Purchase Invoice card, click Home > Find Entries.

   Note

   You can also do this from the Posted Purchase Invoices list: Select the posted invoice from vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster), and then click Home > Find Entries.

2. On the action bar, click Show Related Entries to view the PDF version of the original invoice or other attachments (Document Capture File).

3. Return to the Role Center.

To access the archive from the vendor card

1. Open the Vendors page, and navigate to vendor 50000 (Nod Publishers/Service Electronics Ltd.) or 10000 (London Postmaster).
2. The FactBox on the right displays a list of the latest documents relating to this vendor and processed by Document Capture. Select one of the documents to view the original file.
3. On the vendor card, on the General FastTab, the field No. of Documents shows the number of attachments that have been archived for the vendor. Select the number to view the full list.
4. Return to the Role Center.

To access the archive using full-text search

1. In the Role Center, click Document Search.

2. Enter the text that you want to search for in the Find What field. On the action bar, click Search to activate the search.

   Tip

   The text to search for depends on your localization:

   • AT: Bernhard, AU: Robin, BE: Dale, CH: Bernhard, DE: Bernhard, DK: Lukas, ES: Sergio, FI: Antero, FR: Gérard, GB: Robin, NL: Dale, NO: Stein, NZ: Robin, PL: Robin, SE: Viktor, US: Robin

3. You can narrow down the search by adding additional search terms or by choosing a category in the Document Category field. On the action bar, click Search to activate the search again.

   Tip

   The additional text to search for depends on your localization:

   • AT: London, AU: London, BE: London, CH: London, DE: London, DK: London, ES: Londres, FI: London, FR: Londres, GB: Paris, NL: London, NO: London, NZ: London, PL: Paris, SE: London, US: London

4. Select the first search result in the list, and then click Show Document Card, Show File, or Find Entries to view the document details.

The search functionality is based on the full content of all PDF and XML files and is therefore not dependent on information stored in the Business Central/NAV Purchase Invoice table.

The content of the search table is automatically generated whenever PDF documents are OCR-processed. This means that users can search for any text string in the original document – including serial numbers, item specifications, and terms/conditions – even though the text wasn't recognized in a field in the document journal during document registration. You can also search for part of a word or for combinations of multiple words and numbers.

To add and process a custom document

1. Create an invoice for demonstration purposes using a word processor (such as Microsoft Word) or a different application. Make sure to add the elements you would like to recognize – such as order lines, if you want to test line recognition.
2. When you’re done creating the invoice, save it as PDF or print to a PDF file.
3. In the Role Center in Business Central, under Continia Document Capture Activities, click Submit Document.
4. In the dialog box that opens, select the email address by the document category you would like to send your PDF invoice to. E.g.: Purchase Invoices and Credit Memos.
5. A draft is created in your default email application. Attach your PDF invoice to the draft and send it.
6. In the Role Center in Business Central, under Continia Document Capture Activities, click Import Files when the value in the Ready to Import cue changes to indicate that a new file is available.
7. Click the Ready to Register cue to open the document journal. If you have imported documents from two or more different categories, selecting Ready to Register brings you to the Document Categories page. From there, click the code of the desired category. E.g.: PURCHASE.
8. In the document journal, select your document and start working with it.