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Before you can process invoices, create a project and configure it. Start with the core settings, and then refine the project with the additional and interface settings described below.

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Create the project

1

Create a new project

Open the File menu and select New Project. From the Project type drop-down list, select the Invoice Processing option for the location of the business unit — (Au-NZ), (CA), (ES), (EU), (JP), or (US). For more information, see Supported countries and languages.
2

Name and save the project

Specify a name for the project and the folder where it is saved. You can create several projects — for example, one per department or for specific vendors.

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Configure the project

A properly configured project yields higher data capture accuracy. Configure the following core settings before you start processing invoices.

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Set up import profiles

Invoice processing begins with acquiring document images. There are several ways to acquire images:
  • An Operator can scan hard-copy documents.
  • An Operator can add images from a folder.
  • An Administrator can set up an import profile to import from a scanner, a Hot Folder, or an email inbox.
For more information, see Image import profiles.
In the current version of FlexiCapture for Invoices, multi-page invoices must be assembled in the right order, from the first page to the last. Define the start and end of each multi-page invoice in the import settings.

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Specify region and language settings

Create a list of the countries your invoices originate from. These countries determine the validation rules to use; the allowed formats for numbers, dates, and amounts; the possible tax rates and currencies; and the values of special fields. They also determine keywords that help the program detect certain fields. For more information, see Country and language settings.
All regional and language settings are available in an XML file. For more information, see Editing invoice processing settings in XML files.

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Add vendor and business unit databases

Complete this step if you have a database of vendors and business units. These databases help the program correctly identify the groups of vendor and business unit fields on an invoice and extract data from them. Without databases, these field groups must be specified manually during verification. For more information, see Using vendor and business unit databases.

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Configure export settings

Specify an export path for the extracted data. The project includes a default export profile, but you can set up additional profiles for documents with different statuses. For example, you can export documents with the Rejected status to a separate folder. For more information, see Data export settings.
For more information about document statuses and how they are used, see The status of documents in ABBYY FlexiCapture for Invoices projects.

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Additional settings

These optional settings fine-tune capture quality and extend what your project can do.

Train the system

Train the system during setup to improve data capture quality if testing shows it is low.

Set up validation rules

Specify the rules used to check your invoices.

Capture additional fields

Extract more standard fields, or create your own custom fields.

Match purchase orders

Match invoice fields against purchase orders automatically.

Enable operator options

Allow training during processing, or let Operators add and edit vendor and business unit records.

Update the Document Definition

Update existing projects when a new version is released; custom settings are preserved wherever possible.

Parse addresses

Split addresses into postal code (ZIP), country, city, and street for export to a back-end system. The street component can include house number, apartment number, PO box, and similar details.

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User interface settings

Customize how the data form looks and how each workstation behaves.

Set up the document form

Configure how data is displayed in the document window.

Localize the Document Definition

Translate field captions, button names, tooltips, other data-form text, and error messages.

Apply global workstation settings

Set the skin and appearance shared across the project.

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Personal workstation settings

Individual settings are available in Tools → Options. The Options dialog box lets you:
  • Choose which data is stored in the log and when tooltips appear.
  • Define keyboard shortcuts.
  • Change the GUI colors.
  • Change automatic recognition settings.
  • Set up how dialog boxes are displayed.
All changes made in the Options dialog box are stored locally and are not altered when the project is changed or updated.