How does the OCR feature work with Purchase Bills in Metro ERP?
In Metro, the OCR (Optical Character Recognition) feature for Purchase Bills allows users to automate the data entry process by extracting key information from vendor bills (usually PDFs or scanned images) and populating the relevant fields in Metro ERP automatically.
1) Go to the "Purchase" module by clicking on its icon in the main dashboard or using the application menu.
2) Inside the Vendors menu, click on "Bills" There, you'll see a list of existing purchase bills.
3) If you want to upload bill. Click on it to open.
4) Upload Bill Interface
This window appears when you initiate the process to upload a vendor bill.
Vendor Bill File Upload Section:
- Button: "Upload your file" – Allows you to browse and select the bill file from your local system.
- Accepted File Formats: PDF, JPG, PNG – The system supports both document and image file formats.
- Instruction: “Please upload one vendor bill at a time.” – Only one file can be uploaded at a time for proper parsing and processing.
Action Buttons:
- Send: Proceeds with the upload.
- Cancel: Aborts the operation.
5) This window appears after uploading the bill if the vendor mentioned in the bill is not found in the Metro ERP database.
Vendor Name Detected:
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Vendor Name: SodainMind Pte Ltd – Extracted automatically from the uploaded bill (likely using OCR or parsing if it's a structured PDF).
Action Dropdown:
Options may include : :Create a new vendor (selected by default)
Select from existing vendors (if you want to map it to a different vendor manually)
Message: Explains that the system could not match the uploaded bill to any existing vendor.
"You need to create this below vendor or select from existing vendors"
Action Buttons:-
Continue: Proceeds to create the vendor (or map it if another is selected).
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Cancel: Aborts the vendor creation or mapping process.
6) Upload or scan the bill:
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You can upload a PDF or image (e.g., JPG) of a vendor bill in Accounting > Vendors > Bills or through the Documents app.
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Alternatively, forward the bill via email to a configured email alias (e.g., vendorbills@metrogroup.solutiosolutions).
OCR processing:
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Metrosends the file to its cloud-based OCR service.
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The OCR engine extracts key data like:
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Vendor name
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Invoice date
- Product lines
- Discounts
Total amount
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Tax lines
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7) Automatic creation:
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A draft bill is created with the extracted data filled in.
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You can review and validate or adjust the details before posting.
8) Document linking:
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The original PDF/image is attached to the bill and accessible from the bill form.
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Integration with the Documents app ensures centralized document management.
To get more details on does the OCR feature work with Purchase Bills in Metro ERP
, please do contact us at support@metrogroup.solutions