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Usage Guide

Learn how to import documents, process email invoices, review extracted data, and create Business Central records using Magic Documents Import.

Document Import Worksheet

The Document Import Worksheet is your central hub for managing all imported documents. Access it by searching for Document Import Worksheet in the Business Central search bar (Alt+Q).

Document Import Worksheet
12 Pending 45 Processed 2 Errors
INV-2024-001 Contoso Ltd. - Purchase Invoice Email 98% match 2 min ago
INV-2024-002 Fabrikam Inc. - Credit Memo Upload 72% match 15 min ago
PO-2024-015 Northwind Traders - Purchase Order Email 95% match 1 hr ago

Importing Documents

1 Upload Files

Manually upload one or more document files from your computer:

  1. a. Click the Upload Files button in the Document Import Worksheet action bar.
  2. b. Select one or more files from your file browser. Supported formats: PDF, XML, CSV, JPEG, PNG, TIFF.
  3. c. The files will appear in the worksheet with status Queued and will begin processing automatically.

2 Drag and Drop

For quick imports, simply drag files directly onto the Document Import Worksheet:

  1. a. Open the Document Import Worksheet in your browser.
  2. b. Drag one or more files from your desktop or file explorer onto the worksheet area.
  3. c. A drop zone indicator will appear. Release the files to start importing.

3 Email Integration Key Feature

The most powerful import method. Magic Documents Import monitors a dedicated email inbox and automatically processes incoming invoice attachments:

Email Processing Workflow

1
Vendor sends invoice via email

An invoice arrives at your dedicated import mailbox (e.g., invoices@yourcompany.com) either directly from the vendor or via auto-forwarding rules.

2
Automatic attachment extraction

Magic Documents Import polls the mailbox at the configured interval, detects new emails, and extracts all supported attachments (PDF, XML, images).

3
Document recognition & data extraction

Each attachment is processed through the OCR and recognition engine. Header fields, line items, and totals are extracted automatically.

4
Vendor matching & validation

The extracted vendor information is matched against your BC vendor records. The sender email domain provides an additional matching signal.

5
Review or auto-create

Depending on your settings, the document appears in the worksheet for review, or a BC purchase document is created automatically.

Processing Status Indicators

Received Email detected, awaiting processing
Extracting OCR and data extraction in progress
Pending Review Data extracted, awaiting user review
Completed BC document created successfully
Error Processing failed, requires attention
Skipped Attachment type not supported

Reviewing Extracted Data

After a document is processed, you can review the extracted data before creating a Business Central document. Select a line in the worksheet and click View Details to open the review page.

Header Information

The review page displays all extracted header fields:

Vendor Name: Contoso Ltd.
Invoice No.: INV-2024-001
Invoice Date: 01/15/2024
Due Date: 02/14/2024
Total Amount: $4,250.00
Currency: USD

Confidence Indicators

Each extracted field shows a confidence score indicating how certain the system is about the extracted value:

90–100% — High confidence. Data is very likely correct.
70–89% — Medium confidence. Review recommended.
Below 70% — Low confidence. Manual verification required.

Viewing the Original Document

Click View Original to open a side-by-side view of the original document (PDF, image, or email) next to the extracted data. This allows you to quickly verify the extraction accuracy and make corrections.

Making Corrections

If any extracted data is incorrect or needs adjustment, you can edit it directly in the review page:

Editing Header Fields

Click on any header field value to edit it. Changes are saved when you move to the next field or press Enter. Fields with low confidence are highlighted in yellow for easy identification.

Changing Vendor

Click the vendor name to open the vendor lookup. Select a different vendor if the automatic match was incorrect. The system will remember this mapping for future documents from the same source.

Editing Line Items

Line items are displayed in an editable grid. You can modify quantities, unit prices, descriptions, item numbers, and G/L account assignments. Use the Add Line and Delete Line actions to adjust the line count.

Creating Business Central Documents

Once you are satisfied with the extracted data, create the corresponding Business Central document:

Single Document

Select a line in the worksheet and click Create Document. The system creates the purchase invoice, credit memo, or order and links the original file.

Best for: Review-first workflows

Batch Creation

Select multiple lines (or use Select All) and click Create Documents. All selected items are processed in sequence.

Best for: End-of-day processing

Auto-Create Mode

When enabled in settings, documents with high confidence scores are created automatically — ideal for email invoice workflows.

Best for: Email automation

Keyboard Shortcuts

Shortcut Action
Alt+U Upload files
Alt+E Check email inbox
Alt+P Process selected documents
Alt+C Create BC documents from selected
Alt+V View details / review page
Alt+O View original document
Ctrl+A Select all worksheet lines
F5 Refresh the worksheet

Common Workflows

Daily Invoice Processing

For teams that review invoices once or twice per day:

  1. 1. Open the Document Import Worksheet at the start of your AP processing window.
  2. 2. Click Check Email to pull any new email invoices into the queue.
  3. 3. Upload any additional invoices received via other channels (mail, fax, portal).
  4. 4. Review documents flagged for attention (low confidence, unmatched vendors).
  5. 5. Select all reviewed documents and click Create Documents in batch.

Email-First Workflow Recommended

For organizations where most invoices arrive by email. This is the most automated approach:

  1. 1. Configure auto-forwarding rules to send all vendor invoices to the dedicated mailbox.
  2. 2. Set the email polling interval to 5 minutes for near-real-time processing.
  3. 3. Enable Auto-Create Documents for invoices above 90% confidence.
  4. 4. Review only the documents that require manual attention (flagged in the worksheet).
  5. 5. Invoices flow from email to posted purchase invoices with minimal human intervention.

High-Volume Processing

For organizations processing hundreds of invoices per day:

  1. 1. Enable both email polling and folder monitoring for maximum throughput.
  2. 2. Enable Auto-Create Documents with a 95% confidence threshold.
  3. 3. Use batch processing for documents that need review — filter by status and process in groups.
  4. 4. Schedule a daily review of the error queue to resolve any failed extractions.
  5. 5. Use the processing dashboard to monitor throughput and identify bottlenecks.