Receipt Capture
This FAQ will go over how to use the receipt capture screen. Receipt captures are mainly created using the Paradigm Mobile app, but they can also be entered into Paradigm as well and do not require an image to be attached. More information on the app can be found here: Paradigm Mobile
Receipt capture can be found by going to Banking > Receipt Captures
Creating a Receipt Capture In Paradigm
To create a receipt capture, click on the green plus button and add an image of the receipt. Dragging and dropping one or more attachments onto the list view will create a a capture for each image. Pressing Ctrl + V while an image or file is on the clipboard creates an attachment or a capture, depending on the file type. Attaching a Word or Excel file will attach it and create a PDF to show it. The first Word or Excel attachment from imported Outlook message (msg files) is converted to PDF and saved as primary receipt attachment.
When images and documents are attached, Paradigm will use OCR (Optical Character Recognition) to attempt to set the Date, Vendor, Amount and Ref No fields. If a receipt entry is sent in from the mobile app, it will attempt to OCR it when it is double clicked in the Receipt Capture List. The same attributes that are used in the credit card import can be used to set vendor names. See the end of the FAQ for more information about advanced OCR functionality.
Then fill out the fields at the top with the information from the receipt. Most of the fields here are optional. Credit card charges need a vendor or payee and a withdrawal or bill needs a vendor ID entered. A new vendor can be quickly created by selecting the plus icon in the Vendor field.
Uploading Receipts via Conversations
Receipt captures can be created from attachments sent in conversations. Right-clicking the attachment gives the option to create a receipt capture using that attachment.
The conversation that the receipt was attached from will also be linked to the receipt capture in the conversations side-bar.
AI Receipt Analysis
This FAQ provides step-by-step instructions for enabling the AI features within Paradigm.
AI Receipt Analysis feature
When the AI receipt analysis is enabled, adding a photo or screenshot of a receipt to Receipt Capture allows AI to scan the image. The AI then extracts the information from the image and enters it in the corresponding fields.
The AI extracts the following information from the receipt:
- Receipt Date
- Receipt Amount
- Payee
- Reference Number
- Memo
AI Import Buttons
- When this button is selected, the AI receipt analysis scans the receipt image automatically when it is added to receipt capture, extracts the information, and enters it in the corresponding fields as well as choosing the expense account it determines to be the most appropriate.
- Select this button to have AI extract information from the image in order to add a new vendor into Paradigm. Once the extraction is complete, a window will appear to create the new vendor, with the extracted information already entered in the corresponding fields.
- Select this button to scan a receipt manually after it is added to Receipt Capture. The AI extracts the information from the receipt and enters it in the corresponding fields. It also selects the expense account that it determines to be the most appropriate. This scan will not replace any values that have already been set.
- This option is used when the automatic scanner from the first option is not selected before the image is imported.
Key Benefits of AI Receipt Extraction
- Fills in missing or unclear information by inferring it from the data on the receipt.
- Automatically selects the appropriate expense account based on the type of expense on the receipt.
- Provides improved automatic vendor matching.
- Offers shortcuts for vendor creation.
Creating Transactions for Receipt Captures
To quickly create transactions for receipt captures, click the open all button [1] or select the receipt captures, right click and click “Open”.
Then enter the required information for it and choose whether to create a Credit Card Charge [F1], Withdrawal [F2], Bill [F3], or to mark it as complete. If the receipt is not to marked as complete or have a transaction created for it, click the “Skip” button [F6] to go to the next one.
If a transaction is created and the box Post transaction after creating is selected, the transaction that was created is not opened. If that box is not selected, the created transaction will be opened after it is generated.
Once the receipt is marked as complete or a transaction is created for it, the next open receipt capture will be shown in the order of oldest to newest.
External Link Field
The external link field will can be used for an online payment link. Then if a bill is created from the receipt, a Pay Online button will be shown in Pay Bills Multi-Vendor if a link is provided.
Link To Existing
To link to an existing transaction, switch to the “Link to Existing” tab.
From there, select an account ID and then choose the transaction to link it to by click the link button highlighted below.
Import Receipt Captures
Receipt captures can be imported by using the import button on the list. This will look for files at the “Auto Attach” patch.
Advanced OCR
When the OCR process is run on a document, the extracted text is recorded in the Paradigm Log file. If the OCR process correctly extracted the text from the receipt, but the values are not correctly mapped to fields on the receipt capture screen, the text in the log file can be examined and the OcrCode Vendor attribute can be used to setup rules to help map the data for a specific vendor.
The format of the OcrCode attribute value is ParseType_ParseCondition=value
In this example, if an extracted text line is found that Starts With the value 2 and ends with the value B, that line is mapped to “Ref No” field on the receipt. (This particular vendor always starts their Ref Numbers with a 2 and they end with a B, such as 202431B.)
Parse Condition
- StartsWith
- EndsWith
- LengthEqual
- LengthGreaterThan
- LengthLessThan
- LastNumber
- LineNumberEqual
- Contains
- LineNumberGreaterThan
- LineNumberLessThan
- PriorLineEqual
- PriorLineContains
- PriorLineStartsWith
- PriorLineEndsWith
- NextLineEqual
- NextLineContains
- NextLineStartsWith
- NextLineEndsWith
Parse Type
- LineAmount
- LineReceiptDate
- LineVendorName
- LineRefNo
- DocTotal