How to: Create Incoming Document Records

To create a document or journal line in Microsoft Dynamics NAV from an incoming document, you must first create the incoming document record.

You can create an incoming document record in the Incoming Documents window in either of the following ways:

• Manually, by using simple functions in the Incoming Documents window, either from a PC or from a mobile device, in one of the following ways:

  • Use the Create from File button, and then fill relevant fields in the Incoming Document window. The file is automatically attached.

    This is described in the following procedure.

  • Use the New button, and then fill relevant fields in the Incoming Document window and attaching the related file.

    This is described in the following procedures.

  • From a tablet or phone, use the Create from Camera button to create a new incoming document record, and then send the image to the OCR service, for example. For more information, see How to: Create Incoming Document Records by Taking a Photo.

• Automatically, by using automation features that push electronic documents into new or existing incoming document records in one of the following ways:

  • Receive the document from the OCR service as an electronic document after you have e-mailed the related PDF or image file to the OCR service. The Financial Information FastTab is automatically filled in the Incoming Document window. For more information, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents.

  • Receive the document from a trading partner as an electronic document through the document exchange service. The Financial Information FastTab is automatically filled in the Incoming Document window. For more information, see How to: Receive and Convert Electronic Documents.

The following procedures show how to create an incoming document record manually, either by first selecting the file to attach or by attaching the file later.

Note

Most of the fields in the Incoming Document window are filled automatically. All the fields on the Financial Information FastTab are filled automatically when the incoming document record is based on an electronic document.

To create an incoming document record manually

1. In the Search box, enter Incoming Documents, and then choose the related link.

2. On the Home tab, in the New group, choose Create from File. In the Insert File window, select a file, and then choose Open.

3. Alternatively, on the Home tab, in the New group, choose New. You must then attach a file later. See the “To attach a file to an incoming document record” section.

4. In the Incoming Document window, fill the fields on the General FastTab as described in the following table.

   Field	Description
   Description	Enter a description of the incoming document. The name of the attached file is inserted by default.
   Link to Document	This field is optional. Specify the location of the file that represents the incoming document. This is optional.
   OCR Service Doc. Template Code	This field is only relevant if you use OCR. Specify the code of the document template that you want the OCR service provider to use when they convert the related PDF or image file to an electronic document. For more information, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents. Note To see any new document templates that the OCR service supports, choose the Update Document Templates List button in the OCR Service Setup window.
   Data Exchange Type	Specify the data exchange definition that will be used to convert the incoming document to a document, such as a purchase invoice. For more information, see Exchange Data.

   The remaining fields are filled automatically.

To attach a file to an incoming document record

1. In the Search box, enter Incoming Documents, and then choose the related link.

2. Select the line for an incoming document record that you want to attach a file to, and then, on the Actions tab, in the Process group, choose Attach File.

   Note

   On tablets and phones, you can use the Attach Image from Camera button. For more information, see How to: Create Incoming Document Records by Taking a Photo.

3. Alternatively, open the Incoming Document window, and then, on the Actions tab, in the General group, choose Attach File.

4. In the Insert File window, select the file that represents the incoming document in question, and then choose the Open button.

You can now proceed to create document records in Microsoft Dynamics NAV, manually or automatically. You can also connect the new incoming document record to existing posted or non-posted document so that the source file is easy to access from within Microsoft Dynamics NAV. For more information, see Use Incoming Documents.

See Also

Tasks

How to: Create Incoming Document Records by Taking a Photo
How to: Use OCR to Turn PDF and Image Files into Electronic Documents
How to: View Incoming Document Records from Documents and Entries

Concepts

Set Up Incoming Documents
Incoming Documents
Data Exchange
Workflow

Other Resources

Incoming Document
Incoming Documents
Incoming Document
OCR Status
Status