How to Upload Documents using OCR
What you need to know:
Keeping your books up to date takes time. Whether you're entering receipts from suppliers, invoices, settlement statements, or other farm documents, every transaction requires information to be entered, reviewed, and recorded. For many producers, bookkeeping means spending valuable time on data entry instead of focusing on their operation.
That's why we're introducing OCR for AgExpert Accounting Premium users. OCR, or Optical Character Recognition, helps reduce manual data entry by reading your documents and automatically preparing transaction details for review. OCR supports common agricultural documents including receipts, invoices, statements, settlement documents and contracts.
Once the document is uploaded, AgExpert automatically starts processing it. OCR reads the document and captures important accounting details, eliminating the need to enter everything manually. AgExpert creates a pending transaction and pre-populates key information for you. Simply review the details, make any required changes, and save or post the transaction.
Think of OCR as your bookkeeping assistant. It handles repetitive work while you make the final decision.
What you need to do:
Ensure your contacts are up to date.
Have images/PDFs of your documents saved to your computer.
How to (Step by Step):
1) There are multiple ways to start a transaction using OCR. Choose one of the below:
Click the orange plus sign + and select the upload icon next to the appropriate transaction type (Deposit, Receivable change, Withdrawal or Payable charge).
Click Transaction search.
Select New transaction.
Under the Upload files option, click Withdrawal, Deposit, Receivable charge, or Payable charge.
Click Sales.
Select New transaction.
Under the Upload files option click Deposit or Receivable charge.
Click Purchases.
Select New transaction.
Under the Upload files option click Withdrawal or Payable charge.
2) Drag and drop one or more files to the indicated space or select Choose files to pick file(s) from your computer.
Note: You can upload many common images files, along with PDF files.
3) AgExpert will upload documents for review. Click Review now to be taken to the Pending transactions area.
Note: Clicking Review later will create a pending transaction to work with later. It can be found in the Pending transactions area at any time.
4) To complete the transaction, select the pending transaction.
Note: OCR will likely have completed several fields for you: Supplier/customer, Date, Withdrawal/Deposit total and Reference. Review and update these fields, if necessary. The uploaded document will also be displayed in the transaction and will be attached when you save the transaction.
5) Click Choose to select Bank account.
6) Use the drop-down menu(s) to select the appropriate expense or income account for each line of the transaction.
7) Click Save and next to continue to the next item in your Pending transactions area or Save and close to return to your previous screen.
References and Additional Resources
How to Upload Documents Using AgExpert Accounting Mobile
Still have questions? Contact support
Contact us at 1-800-667-7893 or email support@fccagexpert.ca if you require additional support. You can find other help options under the question mark Icon in the top right of AgExpert Accounting at any time.