What is OCR in tspoonlab, what is it for and how do you use it?
The Optical Character Recognition (OCR) feature in tspoonlab is an advanced technology that automatically converts scanned documents into editable digital text.
It lets you simplify and speed up validating the reception of your purchases, so your recipe costs update automatically with the most recent purchase prices.
Receiving delivery notes with OCR
This video shows you how tspoonlab's OCR technology works to upload, scan and validate your purchase delivery notes quickly and efficiently. After the video tutorial you'll find the step-by-step guide.
Step by step to receive delivery notes using OCR
Uploading delivery notes without a prior order
Go to "Management" and then click "Purchases".
Upload options:
Manual upload: open the order folder where you want to upload the delivery note. In the three dots, select "Scan delivery notes" and upload the PDF or JPG file. You don't need to add a supplier to the order, because the app detects the supplier from the delivery-note information.
Mobile upload: use the tspoonlab delivery-note scanning app (tspoonFast) on your phone to take a photo of the delivery note, and the document will appear automatically in Purchases, creating an order automatically.
Uploading delivery notes with a prior order in tspoonlab
Go to "Management" and then click "Purchases".
Upload options:
Manual upload: find the order you want to attach the delivery note to and open it. Click the three dots. Select "Scan delivery note" to attach the document to the order.
Mobile upload: open "Pending orders" in the app, select the order you want to attach the delivery note to and take the photo of the document.
Configuring and reading data with OCR
After uploading a delivery note in tspoonlab, you need to start the data-reading and purchase-reception process to book those products or materials into the digital stores and finally record the order as received.
Click "Import" so OCR starts reading the data. This button is located just below the delivery-note image.
Field assignment: a spreadsheet opens with your delivery note previewed. You must manually select the columns of the scanned document that correspond to:
Code: the product's identifying code.
Item: the product description.
Quantity: the units purchased.
Amount: the total price.
Decimal format adjustment: if needed, adjust the decimal format (dots or commas) to make sure amounts are read correctly, using "decimal/thousands separator".
Click "Import" so the data is moved to the delivery-note reception page.
š Note: This configuration is only needed the first time for a new supplier, as the system remembers it.
Receiving a delivery note after import
After importing the delivery note, the order reception window appears. Review and confirm the final reception details.
Fill in the header information: complete key fields such as the delivery-note number, tick the "invoice" box (if applicable) and the reception date.
After all the ingredients and materials are associated, select all to mark them as received and check that the quantities and the total amount (VAT included) match the physical delivery note.
Assign a "Store" and an "Analysis account" if you have it set up per delivery-note line.
After verifying that the expected amount matches the invoice, click "OK" to complete the process.
š¢ Attention: When reception is finished, the system automatically records the product entry into the store, along with price variations on the product record, keeping your costs always up to date and accurate.
š Note: You can receive the delivery note again if you need to correct fields. If the invoice box was ticked, you can edit it in the invoices section inside the supplier.
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