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Sample vendor invoice pdf for Product Management

hello guys thank you so much for joining us for this first u.s. edition of OD clinics my name is Nathan I'm a product owner oh do back in Belgium and to this talk I want to show you how you can help you automate invoice and venable creation with a I basically streamlining your accounting processes and automating the the imports of your audio invoices and bills into the system now I do usually that's how I like to put it we we spend our time developing features to save you time to save the clients and the users time right and this is those small differences this those minutes save left and right actually make a difference all those features all those abs we have allow you to streamline your processes and make your bosses more efficient so you can spend your time on meaningful tasks and it's no different with accounting right just picture this you receive a vendor bill for money of your suppliers through the mail you need to go to the second floor to see James in accounting now James he needs two inputs to create the same exact invoice into the system for the accounting to make sense to be whole right so you take the elevator you see James you have to wait a bit because it is in bathroom and comes back it needs to go into the system create everything make sure everything matches it's prone to human error so he may take a while and then it needs to scan the documents actually attach it to the system into the system into record into the system right this takes time takes at least 5 to 10 minutes right and it can be automated maybe it is a way to save some time maybe this is a way for James to actually spend his time on meaningful accounting tasks so what do could automate everything because automation is key we don't want James to spend his time doing this stuff we want him to just check if the system did it right so we can save a lot of time now there's three big pieces three big parts in actually pushing your fee or your event your bills into the system the first one being actually getting getting them there right sending your bills into accounting this is done by first maybe from accounting dashboard uploading the files into the system back directly if you have them stored on your computer from the accounting dashboard you can see the different Journal's you have now if those journals are configured as sales or purchase journals you will have the upload bills or invoice button this available right there it's allows you by one click to just drop a bunch like one multiple documents PDF documents or images scans of bills for the system to process it afterwards that's the first way to do it if you have them already on your computer but usually what happens is that we receive those through the mail to the email in your mailbox right so those journals you see there each one of them I mean those are actually relevant for us are the sales and purchase ones can have an alias set up so Anita's basically is a dedicated email address for the specific journal and what happens that when an email is sent to this dedicated address if there's a file attached to that email it will generate a new record in this case available into the system and attach this file to it right the PDF file it's quite convenient right because you can either set this up so you can actually share the email with your supplier you can just trust which apply to just push the invoices as Rev obviously intuitive accounting with this email and what this is gonna do is gonna actually check which email it comes from evaluates if there's any partner any vendor any supplier into your system that has an email and well assume that this is the best guess right this should be the guy was actually the supplier so what said this already for you into on the invoice this is the scan of small automations I was talking about now what happens quite often is that I rebuild I will be receiving those emails and forwarding them to this email right then oh do we smile enough to know that's my email is one of an internal user so you'll know that's another supplier so it will go through the actual content of the mail looking for the original the original sender of the email so we actually upload them from the computer into the from the dashboard for instance or we do it through an email with the alias on the journal but if you ever do a do documents you might also want to accumulate your invoices into your finest folder for instance and and compute them I mean create the vendor bills may be monthly or yearly and maybe not linear but monthly right each of those workspace also have an alias meaning that you can just ask people to drop them drop different drafts invoices the draft of different documents into this folder and then once a month can someone can come by select the ones you want to actually actually push into a dual accounting and creative read the bill right there so we have those those three means and with those three means I'm quite sure you have it is one way to push those files those scans or PDFs of vendor bills into your system now the next step and this is the interesting one right it's actually digitizing those bills it is an actual record to the system because it's quite fine and dandy when you have a PDF which is you need to know where all those information need to be fitted into the record need to create for you accounting 2 main sense right so first option your supplier might be using invoice so I'm gonna just put it that way just picture a regular invoice PDF the one usually see when you receive it from the guy behind that PDF you have the same information same data but structured for an IT system to comprehend it right so you have a hybrid invoice with two faces the PDF one for the human actually reads it the user right and behind it you have the XML version the structured data of the same invoice and Bennett in it meaning that's upon upload in oh do you will have all the information fitted in the correct fields smoothly and quite efficiently and the good news is that actually all the vendor bills we generate from odoo are invoices and have an XML version of all the information in them mean that if your suppliers have a do just uploading their files their PDFs into your system will result in basically all information fitted in the right place all right but they might not have an invoice so what happens then this is where the magic happens actually so we have this for two versions we've been working on our OCR I'm sure you've heard about it quite fancy quite AI oriented right so it's our invoice data extraction features feature for those who don't know OCR stands for optical character recognition and in short it just means that a computer an algorithm is gonna read through a picture through PDF and grasp that those a bunch of characters actually words that add up to phrases it's gonna kind of read through it and it'll make sense for an IT system let me give you an example first I receive I submits this invoice this then the bill to the system the data extraction system now for example an example I want to look for the invoice dates and total and what's gonna happen so they all see is gonna it goes just read through it is gonna pass the whole content of this yeah it can even be a scan invoice actually it can be a picture of PNG we don't really care it's gonna go through it and realize that well we have two dates two candidates for the inverse dates and we have four for the amounts but now we still need to figure out which of those is actually the right one this time is going to assign a score to each of the options it's gonna realize that that's the invoice date and that's the total amounts based on different criteria for instance the surroundings I mean if you have invoice date that that just above it chances are it should be the invoice date right if you have total just right next to it chances are it might be the total of your invoice so those are the surroundings of the different candidates we have for this process the position also has an impact because quite often you will have the invoice date at the top total at the bottom and the fancy bit the machine learning bit we all really care about right is based on feedback from the user meaning that this is a needs to learn at some point so it's gonna just try this best guess assignments go to each option and just come up to you will what it has and you're gonna correct pieces of it and the more you correct it the more you give feedback to the system and the more it learns this is do the fancy the really interesting bit is that it actually learns from from the corrections you're gonna get a system so we've pushed our files into the system we've digitized the we faded all the informations we had on the PDF into a do but still there are some informations you won't have an invoice but you don't actually have them on your sub on your vendor bill for instance the products and accounts right that's internal you supply isn't gonna give them to you so that's that's like the cherry on top we have in this process what's happening it's quite fairly easy actually to explain the system is gonna just look at the vendor he guests based on the dat number for instance when it passes through the invoice and it's going to look for each of the lines of your invoice at the description the label the different words you have in the keywords you have and then based on the 10,000 the last 10,000 invoices you posted into the system is going to look at which try to predict which is the best guest for the product and the account of each line but I'm going to show you a demonstration actually I'm going to show you actually how it happens so for instance for this flow I'm gonna upload it from the accounting dashboard right there into my vendor bill no I'm gonna take the vendor banner receive from Trek bicycle this isn't gonna process a bit and as you can see it's they're ready in draft and you have what was actually nice because I told you that an important piece of that is that well the system can make mistakes so you still want to double-check what's happening and on the side you're gonna have the actual file you have you can compare it directly with what other guest so as you can see all the information is fitted in the right place and right there you actually knows that I've had a few bills from this guy in so several months ago and since he had biking off roads keywords into the label will actually guess that well setting the cars and vehicle account is a good guess in this case okay and then the only thing James has to do left is actually posting the thing so different flow different nodes in this flow so I'm just gonna walk you through it one last time how do we get bills into a do just picture it like this on the left side you have the external world like the outs of old world well you have either paper invoices that goes to the scanner or your inbox your Gmail inbox in which you receive your universes from your supplier or you have it's already on a computer maybe on the right side well obviously there's a live account and you might have document as well so first of all you can have the once of one of the flows we talked about is scanning the the paper invoice on your printer and most printers now most printers now they have this scan to email feature where you can actually push and send the result of your scan into a to a specific email you guessed it the alias of my general accounts the vendor billable so you've got to go to accounting going through the ail the magic - magic I showed you and end up where it should be if you have the the file on your inbox you simply have to forward it in a say - and it's easy if you have n on a computer simply know it from either the accounting dashboard or maybe the list view of the customer invoices or Venables and from documents can also directly create the bills so I'm guessing that with all the different flows we had so quite a bit and James Reid does not have any more excuses actually spend his time on more meaningful test doing the counting and thank you guys so much open for questions now hi in Mexico we already have an e invoice system where you send a PDF and XML file to your client can you skip the OCR process and just assign each account for your journals through reading the XML file do you mean assign insecure oh you mean like well actually instead of the AI assigning the counts for each segment of the document okay you manually assign this say track for each of your providers you assign the account for cars or expenses or something else I mean instead of letting a system guess which is the best account yeah you actually want to push this information clearly into the data right so each time I push the XML files to the system II it already it automatically he accounts for each document well it does make sense if you assume that everyone has the same chart of accounts indeed and since localization actually has an Elton and module where specific child account it would make sense it's not the case right now I'm guessing as the Roman is quite easy to just add this information in it assuming that this account is it's it's from the module the localization module but it's a nice very nice feedback I'll I'll talk about it with the locator organization product owner okay thank you thanks when they get scanned into whether it's scanned or sent from your email does it sit just in a draft until someone goes in and yeah yeah because we still assume that a user has to go through it I mean now it if you for a specific use case you really need for this to be automated there's the still ways to do it but yeah we're just still assumed that it's only it's so those two percent of like in accuracy we might have you don't want to end up in those so we still have an account in all I mean someone to go through them and actually they did them and if one of them needs to be attached with a Pio can you do that at that point too well in this yes I sure you should see it you have it in your flow in transactional flow you have the sale order then non it's not it's a binding document but as much as the the build right so we decided to focus on the counting first we had a lot of feedback about adding the same feature the same OCR passing for sale orders and purchase order but then we might end up in some kind of scenario where we actually have mismatch between what the Esso of an invoice actually says and it's not only always one to one from a seller to sue to an invoice so we focused on their counting on these bits but you would like to have enough ultime ssin to actually connect it to an existing said oh the or you want to have the same thing for sale although not necessarily automation but just being able to take it from the draft point if we put everything into that draft some of it goes automated some of it we could put into a Pio or no oh I don't think first focused on the I think to expand on her question it I think if there's a vendor bill coming in that should be attached to a Pio are you saying that that vendor bill shouldn't be automatically scanning because there's no way to attach it to the PIO that it's associated with I mean you already have the PIO into the system and then you want to associate that Pio with the scan and vendor bill can you can you add that Pio in or will add in the products duplicated okay so the way it's set up right now is that when you look at the the Pio and vendor bill or the settled and and the custom invoice there's no clear connection between those two because you might have one invoice for to send orders or the other way around so currently that is not the case I guess do you think about this for for information purposes notifying the user that this Venables actually connected to specific pushes although maybe several months or they want to have some like an actual connection to the system line by line I mean I mean this thing is you have a purchase always three lines and another one with five lines for instance and you might have invoice those two at once so if we receive this aids liens invoice then there's no really there's no real weight you should system should go through everything actually fine each civil line actually matches the eight lines of the vendor bill currently that is not the case so we could find some way to actually just notify the user that in the reference for instance of the of the vendor bill you might have on the PDF the reference of which Pio is actually attached to but that information should come from the supplier so there's a clear direction between purchase and oh come on really so yeah so to the concept of the P oh right the POS sent to the vendor the vendor send you an invoice with a Pio number reference back to what you ordered so what your what I think you guys are asking is that there should be a correlation between those two if you're scanning in that bill and it should identify okay this was the P let's order because that way the vendors not saying things you didn't order or you can reconcile what was received with your your your item receipts from a warehouse ten way so all the can all the pieces should connect at the end it's important it does it do that or not does another case right now but that's really a good point and after that I forward that thank you do you have any more questions I'll be very buff to us if you I think yes so much then and I hope you're having a blast at all you connect for the [Applause]