What Is OCR Used For?
The Optical Character Recognition (OCR) functionality in tSpoonLab is an advanced technology that automatically converts scanned delivery notes or invoices into editable digital text.
This feature simplifies and speeds up the validation process for received goods, ensuring that your recipe costs are automatically updated with the latest purchase prices.
🎥 Video Tutorial: Receiving Delivery Notes with OCR
In this video, we show you how to use tSpoonLab’s OCR tool to upload, scan, and validate your purchase delivery notes quickly and efficiently.
1. Access and Upload Purchase Documents
Go to Management → Purchases in the main menu.
Upload Options
Manual Upload: Upload your delivery note or invoice in PDF or JPG format from your computer.
Mobile Upload: Use the tSpoonFast mobile app to take a photo of your delivery note.
The document will automatically appear in Purchases, creating a new order linked to it.
A. From an Existing Order in tSpoonLab
Manual Upload:
Locate the order you want to attach the delivery note to and open it.
Inside the order, find the grey bar that identifies the supplier.
Click the three dots next to it and select Scan Delivery Note to attach your file.Mobile Upload:
Open the Pending Orders section in the app, select the order, and take a photo of the delivery note.
B. Without a Pre-existing Order
Manual Upload:
If you haven’t created an order in tSpoonLab, simply create a New Order.
It’s not necessary to manually select a supplier — the system will automatically detect it based on the document data.
Once created, click the three dots next to the order and select Scan Delivery Note.Mobile Upload:
Open the Scan option in the tSpoonFast app and take a photo of the document.
2. OCR Setup and Data Reading
Once the document is uploaded, start the OCR reading process.
(You only need to configure this once per supplier — tSpoonLab will remember it for future uploads.)
Click Import (below the uploaded file) to begin the OCR data extraction.
Field Mapping
A spreadsheet-style preview of your document will open.
Manually assign the correct columns:
Code: Product identification code.
Item: Product description.
Quantity: Units purchased.
Amount: Total price.
💡 Adjust decimal or thousand separators if necessary to ensure prices are read correctly.
Click Import to transfer the data to the delivery note reception screen.
3. Reception and Validation
On the Reception screen, review and confirm all data.
Header Information: Fill in key fields such as delivery note number, check the Invoice box (if applicable), and set the reception date.
Product Review: Select all items to mark them as received. Verify that quantities and total amounts (including VAT) match the physical delivery note.
Warehouse and Analysis Account: Assign the correct store and cost account per line if configured.
Click Accept to complete the process.
tSpoonLab will automatically record any price changes in the product’s file, keeping your cost data always up to date.
📢 Note:
You can reopen a delivery note later to correct data.
If the Invoice flag is marked, you’ll be able to edit it later under the Invoices section within the supplier profile.