When dealing with a large volume of invoices, finding specific documents can be a daunting task. The Batch Actions feature, combined with the Keyword Search using Optical Character Recognition (OCR), allows you to efficiently filter and manage your invoices.

Your processing team may need to exclude invoices from specific suppliers that do not qualify for VAT recovery. By leveraging keyword searches, you can quickly locate these documents. This is particularly useful for identifying proforma invoices and other non-eligible documents.

How to Perform a Keyword Search with OCR

Navigate to Manage Expenses:

• Go to the Manage Expenses section of your account.
• Filter the data to focus on specific companies or invoice categories.

Select Invoices:

• Use the various filters available to select the invoices you want to search through.

Access Batch Actions:

• Click on the Batch Actions button.
• Choose Keyword Search with OCR from the pop-up menu.

Define Your Search:

• Enter the keywords you want to search for. Note that keywords are not case-sensitive.
• Give your search a name (tag), which will be used to label any invoices where the search is successful.
  • Copying Existing Tags: If you have saved previous searches, you can copy keywords from those tags to avoid retyping them for new searches.

Tagging and Filtering:

Once the system identifies invoices containing your keywords, it will tag them with the specified name.

You can filter invoices by these tags in the Manage Expenses table using the 'Tags’ field. Use the tags to easily locate and cluster your invoices.

Full vs. Partial Keyword Search

You can choose to perform a full keyword search (100% match) or a partial keyword search by checking or unchecking the corresponding option.

• Full keyword search:
  The system searches for an exact match of the keyword. For example, the word "Invoice" will not result in a match if it’s part of a larger word like "InvoiceAmount."
• Require all keywords to match:
  The system will only tag expenses where all listed keywords are found. If only one keyword is found, the expense will not be tagged. For example, if the keywords are "travel" and "receipt," both must appear for the expense to be tagged.

Erasing Tags

If you've conducted multiple searches, you can opt to erase all existing tags from the filtered invoices: