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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up OCR for Supplier Invoices

Steps: Set Up OCR for Supplier Invoices

You must subscribe to Innovation Services to use this feature. Contact your Customer Success Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the Workday Community for more information.
  • Configure these security domains in the Supplier Accounts functional area:
    • Manage: Supplier Invoice Work Queue
    • Process: Supplier Invoice Work Queue
    • Reports: OCR Supplier Invoice
    • Set Up: Supplier Invoice Work Queue
    • Process: Supplier Invoice - Core
      , with unconstrained security group access to give workers the ability to edit the
      Company
       field on the supplier invoice, when OCR leaves the value blank.
  • Configure the file extensions that you want to use in your tenant. Workday support these file extensions:
    • PDF
    • JPG
    • JPEG
    • TIF
    • TIFF
    • GIF
    • PNG
    • BMP
    • WEBP
You can configure Optical Character Recognition (OCR) to enable Workday to scan and create supplier invoices directly from uploaded images. Set up rules to classify and prioritize document processing, and specify invoice assignments for workers. OCR scanning accelerates supplier invoice processing and reduces manual effort.
  1. Access the
    Innovation Services Opt-In
     task.
    On the
    Available Services
     tab in the
    Financials
     category, select the
    Supplier Invoice Automation: Scanning
     check box.
    Security:
    Manage: Innovation Services
     domain in the innovation Services functional area.
  2. Access the
    Maintain Innovation Services Data Selection Opt-In
     task.
    On the
    Financials: Supplier Invoice Automation: Scanning
     service, select the opt-in check boxes for the categories for which you want to contribute data. For supplier invoice processing, you must select these check boxes:
    • Supplier
    • Company
    • Supplier Invoice
    • Purchase Order
    • (If available)
      Opt In to Additional Data
    Security:
    Manage: Innovation Services
     domain in the Innovation Services functional area.
  3. (Optional) If you're a new Innovation Services customer, access the
    Edit Tenant Setup - Machine Learning
     task.
    Select the region in which Workday hosts data contributed to the Machine Learning Development Environment (MLDE). The default region for the MLDE is the U.S.
    Security: Set Up: Tenant Setup - Machine Learning in the System functional area.
  4. (Optional) Access the
    Edit Tenant Set Up - Financials
     task.
    Select from these options in the
    Supplier Accounts Options
     section:
    Option Description
    Hide Custom Validations on the Work Queue
    Some custom validations might conflict with the
    Supplier Invoice Work Area
     report. Select to turn those custom validations off.
    See Reference: Edit Tenant Setup - Financials.
  5. (Optional) Access the
    Edit Supplier Accounts OCR Tenant Options
     task.
    As you complete the task, consider these options:
    Option Description
    Hide OCR Supplier Invoice Custom Validations on the Work Queue
    Some OCR custom validations might conflict with the
    Supplier Invoice Work Area
     report. Select to turn those OCR custom validations off.
    Disable Payment Terms for OCR Supplier Invoice
    Select to ignore the payment terms that OCR finds, then Workday populates the payment terms from the supplier. If OCR doesn't find a supplier, then the payment terms populate from the scanned invoice.
    Disable Line Level OCR Scanning
    • Empty
      : Select to use OCR line-level details. Workday uses OCR values to try to link purchase order lines to supplier invoice lines. If purchase order lines aren't related to any invoice lines, Workday suggests you run the
      Purchase Order Override
       task.
      All Invoices
      : Select to ignore OCR line-level details for all invoices.
      If the supplier invoice is related to a purchase order, then Workday populates line information from the uninvoiced purchase order lines.
      If the supplier invoice isn't related to a purchase order, Workday automatically creates a single supplier invoice line with the
      Invoice Total
      .
      PO Related
      : Select to ignore OCR line-level details only when related to a purchase order.
      If related to a purchase order, Workday populates line level information based on uninvoiced purchase order lines.
      If not related to a purchase order, then Workday uses OCR line-level details to populate the lines.
    OCR Supplier Invoice Empty Date Behavior
    If OCR doesn’t recognize the date, you must select either
    Current Date
     or
    Received Date
    . If you leave the field empty, then Workday uses the
    Current Date
     option.
    Disable OCR Supplier Matching
    Select to ignore machine learning recommendations for suppliers.
    Disable Due Date for OCR Supplier Invoice
    Select to ignore the
    Due Date
     from OCR and use the due date from the Payment Terms settings. When this check box is clear, then Workday populates the
    Due Date Override
     field.
    Disable Currency for OCR Supplier Invoice
    Select to ignore the currency from OCR and use the default currency from the supplier.
    Disable Machine Learning PO Matching
    Select to ignore machine learning recommendations for purchase orders. When you select this option, Workday still uses application logic to match purchase orders.
    Do Not Apply Sequence ID When Company Is Empty
    If you configure a unique sequence ID for a company, and OCR detects that the company is empty, then Workday doesn't apply a sequence ID.
    Create Supplier Invoice Adjustments from OCR
    Select to create a supplier invoice adjustment when the
    Total Amount
     on the supplier invoice is negative.
    Security:
    Set Up: Supplier Invoice Work Queue
     and
    Set Up: Tenant Setup - Financials
     domains.
  6. Access the
    Maintain Supplier Invoice Assignment Rules
     task.
    Set up rule-based routing to send supplier invoices to specific assignees.
    Security:
    Set Up: OCR Supplier Invoice
     domain in the Supplier Accounts functional area.
  7. Access the
    Maintain Supplier Invoice Work Queue Tags
     task.
    Create work queue tags to classify and prioritize supplier invoices from OCR scanning.
    Security:
    Set Up: OCR Supplier Invoice
     domain in the Supplier Accounts functional area.
  8. Access the
    Maintain Supplier Invoice Work Queue Tag Assignment Rules
     task.
    Set up assignment rule priority based on payment terms, suppliers, currency, and more for your work queue tags.
    Security:
    Set Up: OCR Supplier Invoice
     domain in the Supplier Accounts functional area.
  9. Set up custom validations for the
    OCR Supplier Invoice
     transaction type.
  10. Access the
    Configure Profile
     task.
    Select the
    Supplier Invoice Work Area
     option. Then select and reorder the tabs you want to use in the
    Supplier Invoice Work Area
     report.
    Security:
    Set Up: System
     domain.
  11. Upload a file to capture, route, and collect supplier invoice information to submit in Workday.
To view OCR scanning results, use the
Supplier Invoice OCR Scanning Details
 report.
To review the list of data fields extracted from the tenant, click
View Data Collected
 on the
Maintain Innovation Services Data Selection Opt-In
 task.