Reviewing and correcting OCR data

After OCR extraction, SynkriaOps displays a two-column review interface. This step is mandatory: no amount should be posted without having been confirmed by a human. An amount of 890,000 XAF read as 89,000 XAF would produce an incorrect accounting entry that is difficult to correct after validation.

Why OCR can make mistakes

OCR is a powerful but imperfect tool. The most common errors are:

Error type	Example	Accounting impact
Digit/letter confusion	`0` → `O`, `1` → `l`	Wrong amount
Decimal separator	`1.045.750` read as `104.5750`	Out-of-range amount
Poorly delimited field	Description overflowing into amount line	Empty or misread field
Ambiguous date	`05/06/2026` vs `06/05/2026`	Wrong fiscal year or period
Truncated invoice number	`FC-2026-00451` read as `FC-2026-004`	Matching impossible
VAT not detected	Non-standard rate shown at page footer	VAT must be entered manually

The review interface

The review screen is divided into two columns:

Left column — Original document

Displays the source image or PDF as submitted.
You can zoom, rotate and navigate between pages (multi-page PDF).
Zones detected by the OCR are outlined with green dashed borders.

Right column — Extracted fields

Lists all extracted fields with their detected value.
Each field carries a confidence indicator:

Indicator	Color	Meaning
● High confidence	White / no highlight	Value probably correct
● Medium confidence	Orange background	Review needed — risk of error
● Low confidence / failure	Red background	Value absent or very uncertain

Fields to check first

1. Total amount (incl. VAT) — the most critical

This is the field that, if wrong, produces the most serious accounting impact.

Compare the amount shown in the right column with the total visible on the original document on the left.
If the values differ, click the total amount field and correct it.
Also verify that the equation Net + VAT = Total is consistent.

Example: TOTAL Cameroun invoice — 890,000 XAF net + 155,750 XAF VAT = 1,045,750 XAF total

2. Invoice number — for matching

The invoice number is used for duplicate detection and matching with payments. A truncated number will prevent automatic reconciliation.

Compare the number in the right column with the one visible on the document.
Correct if truncated or misread (watch for hyphens and dots).

3. Date — for the fiscal year

A misread date can assign the invoice to the wrong fiscal year, distorting annual financial statements.

Verify the date in DD/MM/YYYY format.
Make sure the assigned fiscal year matches the date (e.g. 22/04/2026 → fiscal year 2026).

4. Supplier — for third-party assignment

If the supplier is unknown (not yet created), SynkriaOps displays “Supplier to create”.
Click Create supplier: a simplified form opens (name, NIU, RCCM). Complete and confirm.
The 401xxx sub-account is created automatically in the SYSCOHADA chart of accounts.

Correcting a field

Click the field to correct in the right column.
The field enters edit mode.
Enter the correct value.
Click elsewhere or press Enter to confirm.
The modified field turns blue to indicate it has been manually corrected.

When OCR fails completely

If several critical fields are red (total extraction failure — unreadable image, protected PDF, unusual layout):

Click Switch to manual entry.
The standard Purchases → New supplier invoice form opens, blank.
Copy the values from the original document displayed on the left.
The original document remains attached to the invoice (legal archive preserved).

Original document always accessible

Regardless of the OCR result, the source file is preserved and attached to the supplier invoice created. To access it later:

Purchases → Supplier invoices → click the invoice.
Attachments tab → click the file to open or download it.

This automatic archiving satisfies the legal obligation to retain accounting supporting documents for 10 years (OHADA/CEMAC).