Business Central OCR (Kofax/Lexmark): Invoice lines imported as G/L Accounts instead of Items

I am using the standard Kofax/Lexmark OCR service in Business Central to process vendor invoices.

The OCR import works, but all invoice lines are automatically created as G/L Account lines. Because of that, I receive this error:

Cannot find an appropriate G/L account for the line with description ‘LL-LAMPE’, ‘KOP-A’, ‘KOP-B’

These values are Items, not G/L Accounts.

What I expected:
Lines with vendor item text such as LL-LAMPE / KOP-A / KOP-B should be recognized as Item lines.

What actually happens:

  • OCR imports the invoice
  • Every line is created as Type = G/L Account
  • System searches “Map Text to Account”
  • Error occurs because no G/L account exists with that description

What I have already tried:

  1. Created Item References with Reference Type = Vendor and correct Vendor No.
  2. Entered Vendor Item No. values such as LL-LAMPE / KOP-A / KOP-B
  3. Enabled “Use Item References” in Purchases & Payables Setup
  4. Deleted and reprocessed the incoming document
  5. Confirmed vendor number matches the reference

The problem still persists: OCR always treats lines as G/L Accounts.

My questions:

  1. Does standard Kofax/Lexmark OCR support creating Item lines?
  2. Can OCR distinguish between Items and G/L Accounts at all?
  3. Is Item Reference + Vendor Item No. supposed to work with OCR?
  4. If not supported, what is the recommended workaround — customization or different OCR solution?

Answers

  • RockWithNAV
    RockWithNAV Member Posts: 1,197

    I have never used the Kofax solution that comes standard, so I can’t comment on it. However, I have experience with Continia Document Capture.

    For line types, this can be either dynamic or setup-based, depending on the configuration in Continia. The key point is that the configuration must be very clean.

    Anticipating a similar behavior here, please check if there is any hard setup that is preventing the system from decoding the line as Line Type = Item. Because of this, as per the rule, it may always be picking Line Type = G/L Account.