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Find the failed stage before changing the invoice
Start with the invoice’s current status and processing or error history. A PDF can be received successfully but fail later because a field was extracted incorrectly, a vendor could not be identified, a required reference is missing, a purchase-order match failed, or an ERP posting check rejected the invoice. Treat each as a different problem: correcting OCR will not resolve a posting or master-data failure.
In Dynamics 365 Finance, the invoice automation process shows progress and failure details, and the invoice center can help locate invoices that failed submission, import, or receipt matching. The labels and available actions depend on the configured product and version; use the corresponding history or exception view in your AP platform. See Microsoft’s automated vendor invoicing process documentation.
Keep the original PDF attached to, or linked from, the invoice record. A reviewer needs to compare what the system captured with the document that supports the transaction. Dynamics 365 Finance’s invoice automation supports invoice header and line information with attachments; other systems may handle source documents differently. See Microsoft’s documentation for invoice automation for scanned documents.
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Check whether the PDF itself is the problem
For a scanned invoice, inspect whether the page is legible, upright, sufficiently contrasted, and complete. Also check whether the text is handwritten, unusually positioned, or inconsistent in font or script. SAP Concur identifies document format, image quality, position and orientation, color or black-and-white presentation, contrast, script, font consistency, handwriting, and content location as factors that can affect extraction. Its documentation cautions that no OCR technology is completely accurate: SAP Concur, “Understanding and Improving the OCR and Extraction Process”.
Business Central documents OCR processing for PDFs and image files, with manual verification for uncertain fields. If the PDF is readable and intact but the system still selects the wrong value, investigate extraction, mapping, or validation instead of repeatedly rescanning it. Microsoft’s Business Central OCR guidance describes its product-specific process; available features vary by platform and configuration.
Compare captured fields with the source document
Use a side-by-side PDF and invoice view when your system provides one. Check the fields that determine identity, amount, and accounting treatment:
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- Vendor name or account, invoice number, invoice date, and currency.
- Line descriptions, quantities, unit prices, and line amounts.
- Subtotal, tax, and total.
- Purchase-order or receipt references, if the invoice is expected to match them.
Review low-confidence fields first, but do not treat a high OCR confidence score as proof that the value is correct for the business transaction. A system may read a string clearly yet assign it to the wrong field, or capture a plausible value that conflicts with the purchase order or ERP records. Dynamics 365 Invoice capture supports configurable OCR confidence warning and error thresholds and a viewer that links fields to source content; those are product-specific controls, not universal OCR behavior. See Microsoft’s Invoice capture workspace documentation.
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One field is wrong on this invoice
If the PDF clearly shows the right value and the system captured it incorrectly, correct the invoice field using your organization’s review process. Then check whether the problem is limited to this document or is likely to recur. Keep the source and correction history available for audit.
Text is being assigned to the wrong field
Inspect the extraction mapping between the location or key-value pair on the document and the invoice field. Repair the mapping when the value is being read but placed in the wrong field. Dynamics 365 Invoice capture documents manual mapping corrections and, when continuous learning is enabled, learning mappings for later invoices from the same vendor. Confirm that the feature is enabled and behaves as expected in your deployment.
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A recurring vendor layout is being misread
Use the OCR provider’s correction-feedback or learning feature if it supports one. Business Central documents sending corrected OCR data to its external service for use with later documents. This is not a guarantee that every provider learns from a correction or that a correction will apply to every invoice layout. See Microsoft’s Business Central OCR guidance for the documented product behavior.
The vendor or legal entity is missing or incorrect
Some critical values are derived from system context and master data rather than read directly from the PDF. In Dynamics 365 Invoice capture, derivation of legal entity, vendor, item, or currency can fail and stop processing; the product also checks whether selected entities exist and can perform purchase-line checks. Correct the relevant vendor, legal-entity, account, or classification data through your organization’s normal controls rather than forcing an unsupported value into the invoice. See Microsoft’s Invoice capture workspace documentation.
Run business checks before approval or posting
OCR extracts document content; it does not establish that the invoice is valid, correctly calculated, or payable. Use the validations supported by your AP system and organization’s policy.
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Required fields and references
Resolve missing mandatory fields and confirm that the vendor, legal entity, currency, item or category, and purchase-order references are valid for the transaction. If the invoice cannot transfer because a reference is missing, identify the specific missing entity or relationship before retrying.
Amounts and tax
Compare the invoice’s subtotal, tax, and total with the extracted values and the ERP’s calculations. Dynamics 365 Finance can require imported amounts and tax to agree with calculated values for posting, subject to a configured tax override. Any override is a platform-specific setting and should follow your organization’s tax and approval controls. See Microsoft’s automated vendor invoicing process documentation.
Purchase orders and receipts
Use two-way matching when the policy compares an invoice with its purchase order, or three-way matching when receipt evidence is also required. Check the invoice line, ordered quantity or amount, and received quantity or amount; resolve a mismatch through the authorized exception process rather than bypassing it. IBM describes two-way and three-way matching in its overview of automated invoice processing. Dynamics 365 Finance can match posted product receipts to invoice lines and report states such as complete, failed, waiting, or not applicable.
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Duplicates and posting validation
Check for an existing or previously submitted invoice with the same identity or amount, and investigate conflicting values rather than treating them as a routine OCR issue. IBM identifies duplicate invoices and discrepancies as validation problems automated processing may surface. Where supported, run a posting simulation before actual posting: Dynamics 365 Finance’s simulation validates posting without updating accounts. Refer to Microsoft’s process documentation for that product-specific capability.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Resolve the exception and verify the retry
- Open the specific failure. Read the error or exception detail and follow it to the affected field, reference, match, or posting step. Do not retry blindly if the reason is still unresolved.
- Make the controlled correction. Change the extracted value, mapping, master data, or other identified cause using your normal AP controls. Preserve the source PDF and the reason for the correction.
- Rerun the failed step. Business Central documents correcting wrong or missing data and processing the document again. Dynamics 365 Finance allows a clerk to review or edit a failed invoice before resubmission; some shared failures can be resumed for multiple invoices after a common cause is fixed. These actions depend on product setup.
- Check the resulting status and history. Confirm the invoice moved to the intended workflow state, matching is complete or legitimately not applicable, and transfer or posting succeeded. Retain the processing history and reviewer correction according to your organization’s recordkeeping controls.
Approval and payment release remain separate controls. A corrected OCR field is not, by itself, evidence that the invoice has been approved or that a vendor or bank-detail change is authorized.
What to assess when choosing an invoice-processing workflow
If recurring errors point to a system or process limitation, compare the capabilities that affect the failure stages above rather than OCR alone:
- Support for both born-digital PDFs and scanned documents.
- Field-level confidence indicators and a human-review path.
- Vendor-specific mapping and correction feedback or learning.
- Validation for master data, tax, duplicates, purchase orders, and receipts.
- Exception history, audit trail, and retry or resume behavior.
- Integration with the ERP, approval workflow, and controls already in use.
Capabilities differ by provider, product edition, version, and configuration. The cited Microsoft materials describe particular Dynamics 365 Finance, Invoice capture, and Business Central behaviors; SAP Concur provides product-specific extraction guidance, while IBM gives a general process overview. Confirm the behavior and approval policy in the system your organization actually runs.
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