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Specifies an external document that has been recorded, manually or automatically, and attached as a file to a document or ledger entry in Microsoft Dynamics NAV.

Some business transactions are not recorded in Microsoft Dynamics NAV from the outset. Instead, an external business document comes into your company as an e-mail attachment or a paper copy that you scan to file. This is typical of purchases, where such incoming document files represent payment receipts for expenses or small purchases. Other examples of incoming document files are electronic documents from trading partners with whom you have agreed to exchange documents electronically. The generic version of Microsoft Dynamics NAV supports incoming invoices and credit memos in the PEPPOL format. From PDF or image files representing incoming documents, you can have an external OCR service (Optical Character Recognition) generate electronic documents that can be converted to document records like for electronic PEPPOL documents. For more information, see Data Exchange.

In the Incoming Documents window, you use different functions to review expense receipts, manage OCR tasks, and convert incoming document files, manually or automatically, to the relevant documents or journal lines in Microsoft Dynamics NAV. The external files can be attached to their related document in Microsoft Dynamics NAV at any process stage, including to posted documents and to the resulting vendor, customer, and general ledger entries. For more information, see Incoming Documents.

The incoming document record can have the following statuses:

Status Description

New

Specifies that the incoming document record has been created manually and is not attached to a document or entry, or that it is attached to a document that is not posted.

Approved

Specifies that the incoming document record has been approved. For more information, see How to: Approve or Reject Incoming Document Records.

Rejected

Specifies that the incoming document record has been rejected. For more information, see How to: Approve or Reject Incoming Document Records.

Posted

Specifies that the incoming document record is attached to a posted document or a ledger entry.

Created

Specifies that the incoming document record has been created automatically, for example, as a result of receiving an electronic document.

Failed

Specifies that the incoming electronic document cannot be processed due to errors displayed on the Error Messages FastTab.

Note
When the Status field is set to failed Failed, you can choose the field and view details in the Error Messages window. For more information, see How to: Handle Errors When Receiving Electronic Documents.

Ready for OCR

Specifies that the PDF or image file that is attached to the incoming document record is ready to be sent to the OCR service to be converted to an electronic document. For more information, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents.

Sent to OCR Service

Specifies that the attached PDF or image file is in the process of being turned into an electronic document by 5he OCR service.

OCR Error

Specifies that an error occurred during the OCR process. Details will appear on the Errors and Warnings FastTab.

OCR Success

Specifies that the attached PDF or image file has been received back from the OCR service as an electronic document in XML format.

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