Invoice Capture Setup and Use

Microix Support does not provide assistance for setup or training. For setup or training services, please contact sales@microix.net for a quote.

Prerequisites

Before using Invoice Capture, ensure the following:

• The Requester (person performing the invoice capture) is configured in the workflow for the Accounts Payable document type.

• The Approval Routing is set up for the Accounts Payable document type.

• Appropriate Security Permissions are granted to users via Maintenance > Security for "Invoice Capture"

Procedure

Step 1: Access Invoice Capture

• Navigate to Invoice Capture from the navigation menu.

Step 2: Upload an Invoice

• Drag and drop an invoice onto the Invoice Capture page.

• The AI engine will OCR the document and populate values it found to match Microix Invoice fields.

• If some fields are not recognized, enter the values manually.

Step 3: Verify Vendor Information

• Review the vendor details.

• Use the dropdown list to match the vendor with MIP’s vendor list. (Optionally you can allow users to add a new vendor using global settings 16.

Step 4: Add Missing Transaction Lines

• Add any details not captured by OCR (e.g., tax or shipping amounts).

Step 5: Validate Invoice Data

• Confirm that the invoice header matches the invoice detail amounts.

• Review captured data against the original invoice.

Step 6: Process Multiple Invoices (Optional)

• Repeat Steps 2-5 as many times as needed to upload additional invoices.

• The combo box in the upper-left corner contains a list of all invoices that are currently in-process. You can use this list to quickly return to a specific invoice and review its information before continuing with processing

Step 7: Convert to an Actual Invoice for Workflow Approval and Processing

• Click the Process button to convert the captured data into an invoice for approval.

Step 8: Edit and Code Transactions

• Navigate to My Documents.

• Open the invoice and code the transactions with the correct expense coding or apply a distribution code. Use the Bulk Update button (grant permission via Maintenace>Security>Button/Function) to search and replace blank code with actual account codes.

✅ The invoice is now ready to move through the standard approval workflow by clicking on the submit button.

Troubleshooting & Tips

• If OCR does not recognize certain fields, always cross-check with the invoice image before manual entry.

• Ensure that all users have correct security permissions, otherwise the Invoice Capture option may not appear.

• If vendor information is not matching, verify that the vendor exists in MIP’s vendor list.