Set up document processing

Disclaimer

All screenshots in the article were taken in the Dutch version of Nmbrs Accounting.

In Nmbrs Accounting, submitted documents are processed automatically as much as possible using Intelligent Document Recognition (IDR). This process automatically recognizes invoice details, amounts, and suppliers.

If the IDR does not recognize all the data, the document follows a specific workflow. Data in a document that was not recognized by the IDR can be manually added by a user with the “Data Entry” role.

Portal administrators can also configure whether automatically processed documents still need to be reviewed by the back office.

Standard document workflow

1. Automatic recognition: a submitted document is scanned by IDR.
2. Manual completion (Data Entry): data not recognized by the IDR (such as a specific GL account) is manually entered by a user with the “Data Entry” role.
3. Status update: after entering the data, the Data Entry employee sets the back-office status to “Data Entry Complete.”
4. Automatic processing: by default, the document then runs through the IDR one more time. Nmbrs Accounting then automatically sets the status to “Processed.”

ATTENTION!

Document processing is enabled by default, which means the document is immediately removed from the workflow after this automatic processing. As a result, the back office no longer has the opportunity to verify the manually entered data.

Enable review option for back office

If you want documents to remain in the workflow after the data entry step for review by the back office, the portal administrator can disable automatic processing.

Permissions and roles

• Portal administrator: has the authority to disable the document processing setting.
• Portal back office: does not have access to the document processing settings.

Access to Document processing

To access:

• in the accountant portal, click on the Settings icon in the top-right corner of your screen.
  
  
  

General settings: Document processing

The general settings screen is opened by default.

On this screen, you’ll find all available general settings:

• Samples: set up an automatic random sample check on processed transactions.
• VAT return approval: set up the approval workflow for VAT returns before they are submitted for final filing.
• Satisfaction: enable and manage the functionality for measuring customer satisfaction.
• Security: Support and Customer Success staff at Nmbrs Accounting can add and remove portal users.
• Access settings for end users (customers): determine which permissions and features are available to customers at the domain level.
  
  

Set up document processing

To configure document processing, uncheck the Enabled checkbox.

After disabling automatic processing, documents will remain in the workflow after the “Data entry complete” stage. Employees with the 'Portal back office' role can now review the entered data before finally processing the document.