What is the Smart Invoice Reader (OCR)?
It is a service provided by Rewaa that uses Optical Character Recognition (OCR) technology. You can use it to automatically read purchase invoice data after uploading them to the platform using your computer browser or mobile browser.
Benefits of Using the Smart Invoice Reader
Helps you upload purchase invoices easily instead of entering them manually.
Reduces human errors caused by manual entry.
Saves a copy of the invoice under the attachments in the purchase invoice.
Instructions Before You Start
Make sure the invoice is clear and readable.
Use PDF format or images in JPEG or PNG format.
Avoid taking pictures of handwritten invoices to prevent errors.
If the fiscal period is closed, open it before issuing the invoice and then close it after completion.
If the product is sold as a bundle, tracked by batch number, or serial number, make sure it is already added to the platform.
⚠️ Warning:
Purchase invoices cannot be edited or deleted after they are issued. If there is an error, issue a Purchase Return Invoice and then re-issue the purchase invoice.
The default currency in Rewaa is Saudi Riyal (SAR). This means the service will not recognize products priced in currencies other than SAR.
Steps to Use the Smart Invoice Reader
1. Upload the invoice to the platform
Go to Purchases & Suppliers > Purchase Invoices > New Purchase Invoice.
Click Smart Invoice Reader.
Using computer browser:
Click Browse Files or drag and drop the invoice into the designated area.Using mobile browser:
Click Take Photo, capture the invoice, and upload it to the platform. Or choose Upload from Files and upload the invoice.
The system will start adding products based on the data in the invoice. The process takes between 15–25 seconds.
Data read by the system:
Supplier name
Invoice number
Product name or SKU (Stock Keeping Unit)
Cost and quantity
ℹ️ Note:
If the system does not recognize any information, a message will appear showing this, and you can enter the information manually.
If a new product exists in the invoice or was not recognized, it will appear in red. Click the product and select the correct name, or click the (+) icon to add the product.
2. Add the main details
Select the location manually (the branch where the quantity will be reflected) if there is more than one location.
Enter the creation date (invoice date).
Add notes (optional).
3. Add costs and discounts (optional)
Click +New Cost.
Enter the cost name, e.g., shipping cost.
Enter the cost type.
Select the cost tax type.
ℹ️ Note: The new cost will be distributed across the cost of the products in the same purchase invoice.
Invoice discount:
Click +Add Discount.
Select the discount type: percentage or fixed amount.
Enter the discount value.
4. Enter payment details
If the invoice is paid (full or partial payment):
Click Paid.
Select the payment method.
Enter the paid amount.
Select the due date and delivery date (optional).
If the invoice is on credit:
Click Will be paid later.
Select the due date and delivery date (optional).
ℹ️ Note: The due date and delivery date are reference dates only. They do not affect the purchase invoice date, product entry date into inventory, or reporting.
5. Add cost centers (optional)
Click the Cost Center icon on the left side of the screen.
Select the appropriate cost center.
Click Assign.
ℹ️ Note: Cost centers appear after installing the Accounting app.
6. Attachments (optional)
Click Browse Files to add the attachments you want, or drag and drop the files into the upload area.
7. Issue the invoice
Click Complete. The purchase invoice will be issued immediately, and the data will be reflected on the platform.
FAQs
1. Do I need a barcode reader device to use the Smart Reader feature?
No, you don’t need a barcode reader device. You can read the invoice using your mobile phone or upload it directly to the platform.
2. I want to add the product as a new product, but the (+) icon is inactive. Why?
Select the location where the quantity will be reflected, and the (+) icon will appear.
3. If there is a discount on the purchase invoice, will it be applied automatically or should I add it manually?
The discount is not applied automatically. You must add it manually after the invoice data is processed.
4. Can I read a purchase invoice from a supplier that is not already added to the platform?
Yes, you can. A message will appear under the supplier name saying “Supplier not recognized”. Click the (+) icon and add the supplier details