Incoming Letter Registration, Barcoding & AI OCR Data Extraction

1. Overview & Business Value#

Streamline high-volume institutional correspondence with automated optical character recognition.

1. Barcode & OCR Intake Flow#

1. Upon physical receipt, the mailroom applies a pre-printed barcode sticker to the first page.
2. The scanner feeds the document directly into SmartERP's intake folder.
3. The AI OCR engine extracts the letter date, sender entity, reference number, and executive summary automatically.

{screenshot:dms-ocr-intake-scanning}

2. Prerequisites & Access Permissions#

• Required Modules: smarterp_documents, base, web
• Security Group: Internal User (Technical ID: base.group_user)
• Master Data Dependencies: Established corporate settings, defined role permissions, and active records.

3. Step-by-Step UI Execution & Verification#

Step 1: Navigating to the Module Interface#

1. Access your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher and select the operational application.
3. Select the target view or configuration form.

{screenshot:40-incoming-letter-registration-and-ocr-step1-navigation}

Step 2: Executing Transactional Operations#

1. Fill in required parameters according to institutional procedures.
2. Validate entries and confirm execution.
3. Review updated record state in the chatter audit trail.

{screenshot:40-incoming-letter-registration-and-ocr-step2-verification}

4. Advanced Configuration Points#

• Automated Tasks (Crons): Dedicated background crons manage recurring tasks and state transitions.
• Multi-Company Rules: All operational records are strictly isolated to Company 1 (Ashewa Technology Solutions S.C.).

5. Comprehensive Troubleshooting Matrix#