Separating Invoices from the main que to OCR

Learn the best practices for organizing invoices by vendor and date, using OCR technology, and handling duplicates effectively.

29 May 2025 By Rose Gomez

In this guide, we'll learn how to efficiently organize invoices by vendor and date. This process involves sorting invoices from oldest to newest, using tools like the splitter button and space bar to separate them for OCR processing. Additionally, we'll address how to handle specific invoices, such as those from the service company, by deleting duplicates. This method ensures a streamlined and accurate invoice management system. We only want to put the current accounting periods invoices into OCR, which are dated from the 26th of the prior month to the 25th of the current month. A few vendors bill for the full month, but we will cover that later.

Let's get started

Sort invoices by batch, from oldest to newest.

Step #1: Click on "Batch" — Click on "Batch"

Step #2: Click on "Batch" — Click on "Batch"

We want to organize invoices first by vendor and then by date. When you see similar invoices starting from 3/28, arrange them from oldest to newest. Press the splitter button and use the space bar to separate invoices.

Step #3: I have a shortcut to the splitter function - I click on "Rose" — I have a shortcut to the splitter function - I click on "Rose"

Step #4: Click on "Splitter" — Click on "Splitter"

Step #5: Click the first invoice to begin — Click the first invoice to begin

These will go to OCR.

Step #6: "Assign to que" drop down and choose OCR — "Assign to que" drop down and choose OCR

Step #7: Click on "OCR AP Invoice" — Click on "OCR AP Invoice"

Once they are all separated, click Split.

Step #9: Click on "APFlow" to continue splitting until all invoices are separated and sent to OCR — Click on "APFlow" to continue splitting until all invoices are separated and sent to OCR

Step #10: Any invoice with a Service Dept. PO can be deleted. They have already been sent to Service. — Any invoice with a Service Dept. PO can be deleted. They have already been sent to Service.

Step #11: Click on "Push To Queue" — Click on "Push To Queue"

Single Invoices that do not need to be split.

Step #12: Select the Que drop down arrow and select OCR AP Invoices — Select the Que drop down arrow and select OCR AP Invoices