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By: Magenest | Support Portal:

Introduction

Odoo OCR helps users extract structured data from uploaded business documents and create corresponding records directly in Odoo.

The module supports AI-powered document extraction, manual or scheduled processing, bulk uploads, and document-specific workflows such as splitting multiple purchase orders from a single file. After extraction, users can review and correct the captured data before creating the final Odoo record.

Highlight Features

• Upload documents directly into Odoo for OCR processing.
• Use AI to extract structured information from uploaded files.
• Configure the OCR provider, API key, and AI model in Odoo.
• Process documents immediately or queue them for background processing.
• Review and edit extracted information before creating Odoo records.
• Create invoices directly from extracted OCR data.
• Upload and process multiple documents in one batch.
• Upload OCR documents directly from Customer Invoices and Vendor Bills.
• Automatically split multiple purchase orders contained in a single file.
• Process the split purchase orders individually after extraction.

System Requirements

Before using Odoo OCR, make sure the following requirements are met:

• Access to an Odoo environment where the Magenest AI OCR module is available.
• The required advanced_ai modules are installed and activated.
• Administrator access is available for module installation and OCR configuration.
• A valid API key is available for the AI provider configured for OCR.
• The OCR Provider, API Key, and Model are configured under Odoo Settings.
• Users have the appropriate Odoo permissions to create and manage the resulting business records.

General System Operations

Views, Search, and Filters

From any screen, users can switch between the available views by clicking the corresponding view icon in the upper-right corner (1).

To apply filters or group records, click the search bar (2) and select the options you need. You can use built-in filters and groups or create your own. Multiple grouping levels can also be applied.

The current filter can be saved to Favorites (5) for later use.

When you enter a keyword in the search bar, Odoo displays the fields that can be searched. Select the appropriate field to filter records using the keyword you entered.

In List View (1), click the column settings icon (2) to choose which columns are shown or hidden.

Save the Current Filter

 Step 1: Apply the filters or grouping options you want (1). You can use existing options or create custom ones.

 Step 2: Select Save current search (2).

 Step 3: Enter a name for the saved filter.

• Select Default Filter if you want it to be applied automatically whenever you open the view.
• Select Shared if you want other users in the system to be able to use it.

 Step 4: Click Save (4).

Create a New Record

Create a Record Manually

 Step 1: Open the section where you want to create a new record, for example Employees, then click New.

 Step 2: Enter the required information and click Save (1).

• Click Discard (2) to cancel and return to the previous view.
• If any required fields are missing, Odoo will display a warning and prevent the record from being saved (3).

Duplicate a Record

You can also create a new record by duplicating an existing one.

From a record form:

1. Click the gear icon.
2. Select Duplicate.

Alternatively, from List View:

1. Select the record or records you want to duplicate.
2. Click Actions > Duplicate.

Edit a Record

Open the record you want to update and make the necessary changes.

Click Save to apply the changes, or Discard to cancel them.

Delete a Record

There are two ways to delete records.

From Form View

Open the record, click the gear icon, then select Delete.

From List View

Select the records you want to delete, then choose: Actions > Delete

After you click Delete, a confirma

tion dialog appears.

• Select Delete to confirm.
• Select No to cancel.

Create a User - Community Edition

 Step 1: Open Settings.

 Step 2: Go to: Users & Companies > Users

 Step 3: Click New to create a user.

 Step 4: Enter the user information.

• Name: Enter the user's full name as it should appear in Odoo.
• Email: Enter the email address the user will use to sign in and receive system notifications.
• User Type: Choose the option that best matches the user's role in the system.
• Internal User: For employees who need access to internal and administrative functions such as Attendance, Time Off, Payroll, HR, Accounting, and other business applications.
• Portal User: For employees who only need to view information related to themselves, such as attendance, leave requests, payslips, and overtime, without management or editing access.
• Public User: For external visitors who do not need to sign in and can only access public content on the website.

As a general guideline:

• If an employee only needs to check attendance, submit leave requests, and view payroll or overtime information, use Portal User.
• If the user needs to manage, approve, or work with HR, Attendance, or Time Off modules, use Internal User.

 Step 5: To change the user's password, click the settings icon and select Change Password.

 Step 6: Set the login password.

• Enter the new password in the New Password field.
• Click Change Password to confirm and save it.

Note

After the password has been updated, the user will sign in with:

• Username: The user account that was created.
• Password: The password configured in the previous step.

 Step 7 - Optional: Click Create Employee to create an employee record for the user.

 Step 8: Once the employee record has been created, click the employee icon to open it.

The user account is automatically linked to the employee profile after the employee is created.

Activate the Required Modules

 Step 1: Open Apps.

 Step 2: Enter advanced_ai in the search bar.

 Step 3: Click Activate to install the required module.

I. Module Activation and AI Connection

System URL: https://aicypher.hungnamecommerce.com

Admin account: admin / Odoo@Magenest

1. Activate the Module

To use OCR features, the Magenest AI OCR module must be activated.

Step 1: Open Apps.

Step 2: Under Categories, select Magenest AI.

Step 3: Activate Magenest AI OCR.

2. Connect to Gemini

2.1 Get a Gemini API Key

Step 1: Open Google AI Studio and create a new API key.

Step 2: Enter a name for the key, then click Create key.

Step 3: Copy the generated key.

2.2 Add the API Key to Odoo

Step 1: Open Settings.

Step 2: Go to OCR.

Step 3: Configure the following three fields:

• Provider
• Key
• Model

Then click Save.

II. Using OCR

1. General OCR Workflow

Step 1: Open OCR Documents.

Step 2: Click New.

Step 3: Complete the document form, then save it.

• Name: Enter a name for the document.
• Document Type: Select the type of document. (Eg: Invoice)
• Upload Your File: Upload the document you want to process.

Step 4: Click Extract with AI.

The system will queue the document for background processing through cron.

Alternatively, click Process Now to process it immediately.

Once processing is complete, the extracted information appears in the available tabs.

Step 5: Review the extracted information and make any necessary corrections.

Then click Confirm & Create to create the corresponding Odoo record.

This step can be skipped if the system is configured to create the record automatically when all extracted information is complete and valid.

Step 6: Once the record has been created successfully, click the Invoice smart button to open the newly created record.

Users can then continue with the standard invoice workflow in Odoo.

Bulk Upload

In addition to processing one document at a time, users can upload and process multiple documents in a single batch using Bulk Upload.

Step 1: Click Bulk Upload, for example from the Invoice section.

Step 2: Select the Document Type.

Click Files to select multiple documents. Then click Upload & Process to start OCR processing.

After the upload is complete, the documents appear in the uploaded document list.

Users can also upload documents directly from:

Invoicing > Customers > Invoices

or:

Invoicing > Vendors > Bills

2. Document-Specific Features

2.1 Split Multiple Purchase Orders from One File

The Purchase Order OCR workflow can split a single file when it contains multiple purchase orders.

Step 1: Upload a file containing multiple purchase orders and set:

Document Type = Purchase Order

Step 2: Click Split into Documents to split the file automatically.

If you click Extract with AI or Process Now before splitting, the system will detect that the file contains multiple purchase orders and prompt you to use Split into Documents first.

Step 3: Once the file has been split, the system displays the individual purchase orders.

Click Extract with AI to process the newly separated documents.

2.2 Automatically Match Invoices with Purchase Orders

When an invoice is processed with OCR, the system can automatically look for existing Purchase Orders with matching information. This helps users quickly find the relevant Purchase Order without searching for it manually. 

Purchase Orders with an Order Date closer to the Invoice Date are ranked higher, especially when the dates are within 90 days. Purchase Orders outside this period can still appear as suggestions, but they are ranked lower. 

Step 1: Prepare the Purchase Order

Create or open a Purchase Order in Odoo.

Enter the required information, including:

• Vendor
• Products

Then click Confirm Order to confirm the Purchase Order. 

Step 2: Upload and Process the Invoice

Create a new OCR document and enter:

• Name
• Document Type: Select Invoice

Upload the invoice file, then click Process Now to run OCR. 

Step 3: Review the Matching Results

After OCR processing is complete, open the PO Matching tab. The system compares the extracted invoice information with existing Purchase Orders, including:

• Product
• Quantity
• Price

Matching Purchase Orders are listed under Suggested POs. 

The Matched PO field shows the Purchase Order selected for the invoice.

The system may automatically select the most suitable Purchase Order, or you can choose the correct one from the suggested list.

Before continuing, review the suggested matches and make sure the Matched PO corresponds to the invoice.

Step 4: Create the Invoice

Once the correct Purchase Order has been selected, click Confirm & Create.

The system creates the Invoice and automatically links it to the selected Matched PO. 

Step 5: View the Linked Records

After the Invoice is created, you can open ther side:

• From the Invoice, use the Purchase Order related records directly from either link to open the related Purchase Order.

• From the Purchase Order, use the Vendor Bills button to open the related invoice.