Resolve comments for documents

Before your documents are ready for registration, Document Capture flags problems such as inconsistencies with existing Business Central records.

How do you resolve the document issues that Document Capture identifies?

Scenario

Ester has a few purchase invoices imported, and now she needs to resolve the comments in Document Capture so that she can register and move ahead with the documents.

Ester needs to:

• Resolve an error comment about a missing G/L account.
• View an imported XML file, and add translations for invoice lines.

Working with comments in the document journal

If a file is not shown as OK, the Comments FastTab will give you information about the actions that are needed.

Each comment is one of three types:

• Information about an automatic process that has happened. E.g. "Due date has been calculated based on document date." No action is needed for information comments.
• Warning about something that might need you to make a manual adjustment. E.g. "Payment Terms (CM) not correct." You can choose to take action about this before or after registering the document, whichever fits your workflow better. Note that documents with Warning comments are excluded from batch registration processes.
• Error which blocks registration of the document. Error messages are displayed in bold red text. E.g. "Amounts do not match." Or ”One or more lines have errors.”

Many comments are configurable, which means that you can change their comment type if your workflow doesn't match how they function. With configurable errors, you can also automatically assign relevant documents to a user who can resolve the error. Comments can be configured for individual templates related to one vendor, or across all templates in a company.

Translate document lines

When a document such as a purchase invoice includes multiple lines, you might need to manually teach Document Capture how to translate the data in the vendor’s file to your own G/L account, item, fixed asset, or other type of document line.

1. Select the relevant document from the list of documents.
2. Open the Document action menu.
3. Click Document Card.

On the Lines FastTab, you can see the lines recognized by Document Capture. If the checkbox in the OK column is not filled, it’s often because a translation is needed.

1. Select the Translate to Type, for example an item or a G/L account.
2. In the Translate to No. column, select the translation for the item on the vendor’s document.

When all the document lines have the OK column filled, you can use the Register action in the document card, or return to the document journal to work on other aspects.