SmartSoft Invoices - Online Help

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Quick Start
10 Tips for Best Results
Using SmartSoft Invoices
User Interface
Main Window
Image View Panel
Form View Panel
Session View Panel
Loading Documents
From a Folder
From a Scanner
From an Email Account
From a Watched Folder
From Shared Watched Folder
Training the System
Data Verification
Batch Verification
Auto Complete
Multi-page Documents
Automatic Detection
Manual Separation
Blank Pages
Selecting ERP
Software settings
Exporting to CSV
Exporting to PDF
Exporting to XML
Exporting to TIFF
Exporting to SQL Database
Exporting to QuickBooks
Exporting to SAP
Exporting to MS Dynamics
Customizing the Form
Form Template Designer
Adding New Fields
Adding New Line Items
Validation Formula Language
Importing Lists
Importing Custom Lists
Synchronous Lists
Selective Processing
Migrating to a new computer
Migrating document templates
Migrating custom forms
Scan Quality
Client/Server Deployment Option
Input Station
Verify Station

Validation and Warnings

The software will automatically validate the extracted data to make sure it is correct. Invalid fields are marked with a red frame to let you easily see and fix them. Hover over the field to see a tool tip with some more information about the error. The software will not let you export the data to your ERP system until all the data is valid.


A vendor name is marked as invalid if no such vendor name exists in your Vendors list

Invoice Number

An invoice number is marked as invalid if an invoice with the same number already exists in your database.

Purchase Order Number

A PO number is marked as invalid if no such number exists in your database for the selected Vendor or if that PO has already marked as payed in in your database.

Amount Due

The Amount Due field is marked as invalid if it is not equal to the sum of the items.

Custom validation rules

You can define your own validation rules. Click File -> Edit Form to start the Form Designer. In the Formula column enter a formula for a certain field, where it is validated based on the values of some other fields, date, and others. For details see Validation Formulas

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