Rewaa platform introduces the first-of-its-kind Smart Invoice Reader (OCR) in Saudi Arabia, which uses Optical Character Recognition (OCR) technology to scan and automatically extract invoice data. This innovative service simplifies the process of adding purchase invoices to the platform, reducing manual errors and saving time. It also ensures a digital copy of the invoice is saved as an attachment for future reference.
⚠️ The system supports only invoices priced in Saudi Riyals (SAR). Invoices with other currencies will not be processed.
Accessing the Smart Invoice Reader
Navigate to:
Purchases and Suppliers > Purchase Invoices > New Purchase Invoice.
Click Smart Invoice Reader.
Choose one of the following options:
Browse Files: Upload an invoice from your computer.
Drag and drop the invoice into the designated area.
Use a mobile browser to capture and upload an invoice photo.
ℹ️ Ensuring Fast and Accurate Processing
Ensure the invoice is clear and legible.
Supported formats: PDF, JPEG, PNG.
Avoid handwritten invoices to prevent errors.
Data Extracted by the OCR System
Basic Information: Supplier name, invoice number.
Products: Product names or SKUs are matched with the inventory, and details are automatically added to the purchase invoice.
Cost and Quantity: These are directly extracted from the invoice.
ℹ️ If any information cannot be recognized, a message will prompt you to manually input the missing details.
Post-Processing
After processing, select the location, issue date, and add notes if necessary.
Products with missing or unrecognized details will appear in red.
Click the product to assign the correct name or add it as a new product in inventory.
Additional Costs and Discounts
Add Additional Costs: Costs such as shipping can be added.Click (+)
Insert the name and value of the cost.
ℹ️ When a new cost is added, it is distributed across all products in the purchase invoice, impacting their cost in inventory.
Apply Discounts:
Click (+)
select the type (percentage or Specific amount), and input the discount value.
Payment Methods
Paid Invoices:
Indicate full or partial payment.
Select the payment method (cash, credit card, etc.).
Specify the amount paid, payment due date, and product delivery date.
Will be paid later:
Set payment due date and product delivery dates.
Cost Centers
Cost Centers (Optional): A tool that helps you organize expenses allocated to a specific department or branch. Defining a cost center enables you to track expenses and revenue accurately, facilitating more effective financial decision-making. Click here for more details.
ℹ️ The cost center option becomes available upon installing the Accounting app.
Attachments
Attachments (Optional): While adding a purchase invoice or after saving it, you can attach an image of the purchase invoice or any related document. This allows you to easily reference it when needed.
Finalizing the Invoice
After verifying all details, click Complete.
⚠️ Invoices cannot be edited after submission. For corrections, issue a return invoice and create a new purchase invoice.
FAQs
1. Do I need a barcode scanner to use the Smart Invoice Reader?
No, the OCR technology works with scanned documents or photos uploaded to the platform.
2. How can I add a new product from the invoice?
Ensure a location is selected. Then, click (+) next to the unrecognized product to add it to inventory.
3. Can the Smart Invoice Reader process handwritten invoices?
No, handwritten invoices are not supported.
4. Can I process an invoice from an unregistered supplier?
Yes, a prompt will appear to add the supplier.
5. What if an error occurs during processing?
Ensure the file is clear, in the correct format (PDF, JPEG, PNG), and written in supported currencies.
6. How can I upload an invoice from my mobile browser?
Go to: Purchases and Suppliers > Purchase Invoices
Click on: New Purchase Invoice
Click on: Smart Invoice Reader.
Take a photo of the invoice and upload it to the platform. Or select Upload from Files and upload the invoice.
The system reads the invoice and extracts the data from it. This process typically takes between 15 to 25 seconds.
Once the invoice is processed, you can specify the location, Issue date, and add notes in the designated field.
ℹ️ The location (branch) will be selected automatically. If multiple branches exist, please select the appropriate one manually.
Add notes (Optional).
Products are added with all details based on the data from the invoice.
ℹ️ If a new product is found in the invoice or cannot be recognized, it will be highlighted in red. You can click on the product to select the correct name or click the (+) icon to add it as a new product in the inventory.
To add a new cost, such as shipping or delivery, click the (+) icon.
To apply a discount to the entire invoice, click the (+) icon and enter the discount details.
Select the Payment Status:
Paid: Choose the payment method, enter the amount paid (full or partial), and specify the payment due date and product delivery date.
Will be paid later Specify the payment due date and product delivery date.
select the cost center and attach any relevant documents (if applicable).
Click Complete to issue the purchase invoice immediately.