# How to add document OCR to SYSPRO > Source: https://netray.co/integrations/syspro-document-ocr > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Integrations ## Short answer Capture scanned and PDF documents, run OCR and field extraction, validate against SYSPRO purchase orders, receipts and masters, and post through e.net business objects only when confidence is high. Everything below a threshold goes to a review screen with the image alongside. ## System SYSPRO ## Capability document-ocr ## Intro Paper still drives a lot of SYSPRO workflows: supplier invoices, packing slips, mill certificates, certificates of conformance and delivery notes. Someone keys them in, or scans them to a folder and attaches them to a record later. OCR changes the job from typing to checking, but only if it is wired into SYSPRO's matching logic. Reading text from a page is the easy part. The value is in matching an invoice to a PO and receipt, and in holding quality documents against the right lot. ## Use Cases ### Supplier invoice capture and three-way match **Description:** Extract header and line data, match to the purchase order and goods received, and queue price or quantity variances for AP rather than posting them. ### Packing slip to goods receipt **Description:** Read the supplier packing slip at the dock, match to open PO lines, and prepare a receipt for the stores clerk to confirm. ### Certificates of conformance and mill certs **Description:** Extract heat or lot numbers, material grade and standard, link the PDF to the received lot, and flag missing or mismatched certificates. ### Customer PO scans **Description:** Handle faxed or scanned customer orders by extracting lines for a draft sales order, with a review step for poor scans. ### Drawing and revision capture **Description:** Read title blocks to extract part number and revision, and compare to the SYSPRO stock code revision before the drawing is filed. ## System Surface - SYSPRO e.net business objects for AP invoice posting, goods receipt and purchase order inquiry. Exact objects and fields differ by version, so verify for your release. - SQL Server tables for matching: purchase order headers and lines, supplier masters, stock codes, and lot or serial data where traceability is enabled. - SYSPRO Document Flow Manager or attachment capabilities, where licensed, to store the source document against a transaction. - SYSPRO lot traceability and inspection features, depending on edition, to attach certificate results to a lot. - Input sources outside SYSPRO: scanner folders, multifunction printers, mailbox attachments and mobile capture. ## How It Works ### Standardise ingestion **Detail:** Route scans and attachments into one watched location. Normalise to PDF or TIFF, deskew, and split multi-document batches. ### Run OCR and layout analysis **Detail:** Use an OCR engine that copes with tables and poorly scanned pages. Keep the bounding boxes so the reviewer can see where each value came from. ### Extract and normalise fields **Detail:** Pull supplier, invoice number, dates, currency, lines and totals. Normalise units and dates, and compute totals to detect misreads. ### Validate against SYSPRO **Detail:** Match supplier and PO, compare quantities to receipts and prices to the PO, and check for duplicate invoice numbers before anything is created. ### Apply confidence thresholds **Detail:** Auto-advance only documents where every critical field is above a set confidence and validation passes. Send the rest to review. ### Post and file **Detail:** Create the invoice or receipt via business object, attach the image to the transaction, and record the reviewer and any corrections. ## Example Flows ### Invoice with price variance **Trigger:** A supplier invoice PDF lands in the AP scan folder. **Steps:** - OCR extracts the supplier, invoice number and lines. - The PO is matched and received quantities are checked in SQL. - A unit price above tolerance is flagged. - AP sees the image and the PO side by side, then approves or disputes. **Result:** Clean invoices post faster and price variances are caught before payment. ### Mill cert matched to a received lot **Trigger:** A certificate PDF arrives with a steel delivery. **Steps:** - Heat number, grade and standard are extracted. - The receipt line and lot are identified in SYSPRO. - Grade is compared to the stock code specification. - The certificate is attached to the lot and a mismatch is sent to quality. **Result:** Traceability records are complete before material is issued to a job. ## On Prem Document images contain pricing, supplier terms and sometimes export-controlled drawings, so many SYSPRO sites keep OCR local. Run an open-source or licensed on-prem OCR engine and a layout or vision model on a GPU server in your data centre, with the SYSPRO adapter on the same network. Images stay on local storage, and only validated field values reach SYSPRO through e.net. For air-gapped plants, bring models in on approved media and update on a schedule. Sizing depends on page volume, so measure throughput on your real documents. ## Security - Restrict the capture folders and review screens by role, since documents contain pricing. - Detect duplicate invoices by supplier, number and amount before posting. - Require a second approval for changes to bank details found on an invoice. - Encrypt document storage and keep retention aligned with your records policy. - Log OCR output, corrections and the posting operator for audit. ## Options ### Commercial AP automation or capture product **Fit:** Standard invoice capture where a vendor has a SYSPRO connector. **Effort:** Weeks to configure; licence costs ongoing. ### Build with open OCR and e.net posting **Fit:** You have developers and want control over matching and storage. **Effort:** Two to four months for invoices, more for quality documents. ### Partner build with Netray **Fit:** Mixed document types including certificates and drawings, with a requirement to stay on-prem. **Effort:** Scoped by document type, starting with one high-volume flow. ## Pitfalls - Trusting OCR totals without recomputing line sums hides misread digits. - Matching only on PO number fails when suppliers omit it; add fallback matching with care. - Skipping duplicate checks causes double payments. - Training only on clean samples, then failing on skewed faxes and stamps. - Forgetting multi-currency and tax handling during posting. ## Faq ### Does SYSPRO include OCR? **Answer:** Document handling and attachments exist in SYSPRO, and some partners offer capture add-ons, but OCR and field extraction usually come from a separate component. Check your edition and partner catalogue. The component then posts through e.net business objects after validation against SYSPRO data. ### What confidence threshold should I use? **Answer:** There is no universal number. Start with every document reviewed, measure the correction rate per field and supplier, then allow straight-through processing only for suppliers and fields with consistently low corrections. Keep value limits and duplicate checks regardless of confidence. ### Can it handle handwritten delivery notes? **Answer:** Partly. Modern models read neat handwriting reasonably but fail on poor writing. Treat handwritten fields as low confidence by default, show the image to the reviewer, and avoid auto-receiving based on a handwritten quantity. ### Can certificates be linked to lots in SYSPRO? **Answer:** Yes in principle: extract heat or lot numbers, find the matching lot via the receipt, and attach the file through your document facility. How lots and inspection are modelled depends on your configuration and edition, so confirm the fields available before design. ### Is on-prem OCR accurate enough? **Answer:** For most business documents, yes, when combined with validation against SYSPRO data. Accuracy depends on scan quality and layout variety. Test on a sample of your real documents, including bad scans, and plan a review step for what falls below threshold. ## Search terms syspro document ocr, syspro invoice ocr, syspro ap invoice automation, syspro certificate of conformance capture, ocr for syspro erp, syspro three way match automation, syspro document flow manager ocr, syspro goods receipt from packing slip, syspro mill certificate lot traceability, on-prem ocr manufacturing erp --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json