How to use the smart bill reader (OCR) on the Riway platform

#What is the Smart Invoice Reader (OCR)?

It is a service offered by the Rewaa platform, using Optical Character Recognition (OCR) technology. You can use it to automatically read purchase invoice data after uploading them to the platform using a computer browser or mobile browser.

#Benefits of Using the Smart Invoice Reader

• Helps you upload purchase invoices easily instead of entering them manually.

• Contributes to reducing human errors resulting from manual entry.

• Helps you save a copy of the invoice among the attachments in the purchase invoice.

#Instructions Before Starting

• Ensure the invoice is clear and readable.

• Use PDF file format or images in JPEG or PNG format.

• Avoid photographing handwritten invoices to prevent errors.

• If the financial period is closed, open it before issuing the invoice and then close it after completion.

• If the product is sold in a package, or tracked by batch number or serial number, ensure it is already added to the platform.

⚠️ Note:

• The purchase invoice cannot be modified or deleted after issuance. In case of an error, issue a purchase return invoice, then reissue the purchase invoice.

• The currency used on the Rewaa platform is (Saudi Riyal), meaning this service will not recognize products priced in currencies other than the Saudi Riyal.

#Steps to Use the Smart Invoice Reader

#Upload the Invoice to the Platform

1. Purchases and Suppliers > Purchase Invoices > New Purchase Invoice.

2. Click on "Smart Invoice Reader."

When using a computer browser:

• Click on "Browse Files" or drag the invoice from your device and drop it in the designated area.

When using a mobile browser:

• Click on "Take Photo," capture the invoice image and upload it to the platform. Or choose "Upload from Files" and upload the invoice.

1. The system starts adding products based on the data in the invoice, the process takes 15 to 25 seconds.

#Data Read by the System

• Supplier name.

• Invoice number.

• Product name or identifier.

• Cost and quantity.

ℹ️ Note:

• If the system does not recognize any information, a message will appear indicating this, and you can manually enter that information.

• When there is a new product in the invoice or it is not recognized, the product appears in red. Click on the product and choose the correct name, or click on the (+) sign and add the product.

#Add Main Data

1. Select the location manually (the branch where the quantity will be reflected) if there is more than one location.

2. Enter the creation date (invoice date).

3. Add notes (optional).

#Add Costs and Discounts (Optional)

1. Click on "+New Cost."

2. Add the cost name, such as: Shipping Cost.

3. Enter the cost type.

4. Specify the cost tax type.

ℹ️ Note: The new cost is divided among the product costs in the same purchase invoice.

#Discount on the Entire Invoice:

• Click on "+Add Discount."

• Specify the discount type: percentage or fixed amount.

• Enter the discount value.

#Enter Payment Details

If the invoice is paid "fully or partially":

1. Click on "Paid."

2. Specify the payment method.

3. Enter the paid amount.

4. Specify the due date for payment and the product delivery date (optional).

If the invoice is deferred:

1. Click on "Will be Paid Later."

2. Specify the due date for payment and the product delivery date (optional).

ℹ️ Note: The payment due date and product delivery date are reference dates only, they do not affect the purchase invoice date or the date of adding products to the inventory and do not reflect on reports.

#Add Cost Centers (Optional)

1. Click on the cost center icon on the left side of the screen.

2. Choose the appropriate cost center.

3. Click on "Assign."

ℹ️ Note: Cost centers appear after installing the accounting application.

#Attachments (Optional)

• Click on "Browse Files" and add the attachments you want or drag and drop the files into the designated upload area.

#Issue the Invoice

• Click on "Complete," the purchase invoice is issued directly and the data is reflected on the platform.

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#Frequently Asked Questions

1- Do I need a barcode reader device to use the smart reader feature?

No, you do not need a barcode reader device. You can read the invoice through the mobile, or upload it directly to the platform.

2- I want to add the product as a new product but the (+) sign is inactive?

Select the location where the quantity will be reflected and the (+) sign will appear.

3- When there is a discount on the purchase invoice, does it reflect automatically or must it be added manually?

The discount does not reflect automatically, it must be added manually after the invoice reading is completed and the data is reflected.

4- Can a purchase invoice be read for a supplier not previously added to the platform?

Yes, it can be done, a notification will appear below the supplier's name "Supplier not recognized," click on the (+) sign and add the supplier's data.

5- Is there a limit to the number of invoices that can be uploaded via the smart invoice reader?

Yes, the number of invoices allowed to be uploaded using the smart invoice reader varies according to your subscription package.

For more details, review the Rewaa Packages and Prices page.