Treat optical character recognition (OCR) as a draft. Keep unreadable fields blank, compare quantities and units with the bill and receipt, check duplicates, and verify the system before retrying an unknown post.
Extraction is a draft, not an entry
Optical character recognition (OCR) can turn a bill photo into text. It can also crop a page, confuse 1 with 7, miss a second page or attach a value to the wrong label. Review the draft against the source image and receipt before anyone uses it.
| Field | Check | If unclear |
|---|---|---|
| Supplier, bill number and date | Match the document header | Leave unresolved; name the page and ask a reviewer |
| Item and unit | Confirm boxes, pieces, metres or kilograms | Do not convert without the stated pack rule |
| Quantity and rate | Recalculate line quantity × rate | Keep the conflicting values and source locations |
| Tax and total | Check printed subtotals and rounding | Escalate to the person responsible for accounts |
| Page count | Confirm every page and continuation line | Request a complete image set |
Review a fictional line calculation
A fictional bill says 12 boxes, 10 pieces per box and ₹500 per box. The ordered quantity is 120 pieces, while the bill line value before tax is 12 × ₹500 = ₹6,000. Multiplying 120 pieces by the box rate would produce the wrong value.
Now suppose only 11 boxes arrived. Keep the billed 12 boxes and received 11 boxes as separate facts. The difference is one box, or 10 pieces under the stated pack size.
| Reference | Billed | Received now | Open difference | Next action |
|---|---|---|---|---|
| Bill B-104 / receipt R-77 | 12 boxes | 11 boxes | 1 box | Keep open until a linked receipt or supplier resolution is recorded |
If the final box arrives later, add the later receipt reference and resolution date. Do not overwrite the original billed or first-received quantities.
Check duplicates and conflicting extracts
Use a stable supplier, bill number, date and line reference where available. A revised export or clearer photo may be another version of the same bill, not a new purchase. Compare versions before deciding which fields are authoritative. Do not delete a possible duplicate until the source and existing entry have been investigated.
If two pages or two extraction attempts disagree, retain both values, their page or image reference and the reviewer’s decision. An unreadable field remains blank or unresolved; it is never filled from a guess.
Separate capture, review and posting
| State | Meaning | Allowed next step |
|---|---|---|
| Captured | Draft fields extracted | Check source and duplicates |
| Needs review | Unreadable, conflicting or receipt difference | Resolve or retain as open |
| Checked | Named reviewer accepted fields for the stated purpose | Prepare for the authorised posting process |
| Posted | System shows a confirmed entry reference | Reconcile to the source |
| Posting status unknown | Timeout or interrupted response | Look up the transaction or entry before any retry |
When a post fails or times out
- Save the attempted transaction reference and time.
- Search the target system for an entry with the bill identity and amount.
- If found, verify its status and reference; do not post again.
- If not found, follow the authorised retry procedure.
- If status cannot be established, leave it unresolved and escalate. Do not assume the system is idempotent.
Dhandha GPT is currently read-only. This guide describes checks around a separate authorised entry process; it does not claim that Dhandha GPT posts bills.
Questions you might ask
What should OCR do with an unreadable invoice field?
Leave it blank or unresolved, retain the source page or image reference, and assign a reviewer action. Never guess the value.
How should I record a bill quantity that differs from the receipt?
Keep billed and received quantities separately, link the bill and receipt, and retain the open difference until a later receipt or supplier resolution closes it.
Should I retry after a posting timeout?
First look up the transaction or entry using the reference and bill identity. If status remains unknown, keep it unresolved and escalate rather than risking a duplicate.