How to Auto-Enter Purchase Bills & Update Stock from a Photo in MyBillBook

Overview

No typing. No errors. No missed entries.
Upload or click a photo of your purchase invoice - myBillBook automatically creates the purchase entry, adds new items, and updates stock for you.

Why use this feature?

• Save hours every week — no manual typing.

• Avoid errors in GST, rates & quantities.

• Keep stock updated instantly after every purchase.

• Create accurate invoices just by uploading a photo.

Video Guide

Step-by-Step Instructions:

Accessing Purchase OCR Scanner

On Android Application:

1. Multiple Entry Points Available:

   • Method 1: Navigate to Purchase Transactions and select the “Purchase” option → Then Look for "Scan Invoice" or OCR option on the top-right

   • Method 2: Use the “Scan and Record Bills” shortcut from the options under “Purchase Transactions”

2. Launch OCR Home Screen:

   • Tap on any of the OCR entry points

   • You'll be directed to the OCR Home Screen

   • This is your central hub for all invoice scanning activities

Using the OCR Home Screen

Scanning Options:

1. Add bills by clicking photo:

   • Tap "Capture Photo" or Camera icon

   • Point your camera at the purchase invoice

   • Ensure good lighting and the entire invoice is visible

   • Tap the capture button to take the photo

   • The OCR system will immediately begin processing

2. Add bills by Uploading Existing Files:

   • Tap "Upload PDF/Photo" option

   • Browse your mobile's file system

   • Supported formats: PDF files, JPG, PNG images

   • Select the invoice file you want to process

   • Wait for the upload and processing to complete

Working with Invoice Preview Screen

After Scanning/Upload:

1. Review Extracted Information:

   • The system displays the Invoice Preview Screen

   • You'll see three main sections:

     • Invoice Details (date, invoice number, total amount)

     • Party Details (supplier/vendor information)

     • Item Details (products, quantities, prices)

2. Understanding New vs Matched Tags:

   • "New" Tag: Items or parties not existing in your system

   • "Matched" Tag: Items or parties already in your myBillBook database

   • These tags help you quickly identify what needs attention

Managing Party Details

For New Parties:

1. Edit Party Information:

   • Tap on parties marked as "New"

   • Edit option is visible for new parties

   • Modify party name, address, GSTIN, contact details

   • Add any missing information

   • Save the changes

For Matched Parties:

• No edit option - matched parties use existing system data

• Verify that the correct party has been matched

• If wrong party is matched, you may need to scan again or manually adjust

Managing Item Details

For New Items:

1. Complete Item Setup:

   • Tap on items marked as "New"

   • Editable fields include:

     • Item name

     • HSN code

     • Quantity

     • Purchase price

     • Unit of measurement

     • Other item details

2. Add Missing Information:

   • Fill in any fields that OCR couldn't extract

   • Verify HSN codes for GST compliance

   • Set appropriate units and measurements

   • Save the item details

For Matched Items:

1. Limited Editing:

   • Only specific fields are editable:

     • Stock quantity

     • Purchase price

     • Other transaction details

   • Item name and HSN code cannot be changed (uses existing data)

2. Update Stock Information:

   • Verify the scanned quantity is correct

   • Update purchase price if needed

   • Confirm other relevant details

Adding Additional Items

Manual Item Addition:

1. Add New Items:

   • Look for "Add Item" or "+" button on the preview screen

   • Manually enter item details that may have been missed by OCR

   • Fill in all required fields

   • Save the new item

2. Bulk Addition:

   • Add multiple items if the invoice contains more products than detected

   • Ensure all items from the physical invoice are captured

Finalizing and Saving

Complete the Process:

1. Final Review:

   • Verify all invoice details are accurate

   • Check party information is complete

   • Confirm all items are properly captured

   • Review tax calculations and deductions

2. Save Invoice:

   • Tap "Save" or "Create Purchase Invoice"

   • The invoice is added to your purchase records

   • Stock levels are automatically updated

   • Party information is saved/updated in your system

Managing Upload History

Track Your Scanned Invoices:

1. Access Upload History:

   • From the OCR home screen, look for "Upload History" or "History" tab

   • View all previously scanned invoices

2. Review Status:

   • Completed: Successfully processed and saved

   • Pending: Needs review or completion

   • Failed: Requires re-scanning or manual entry

   • Draft: Partially completed, awaiting final save

3. Re-edit Previous Scans:

   • Tap on any previous scan to review or modify

   • Make additional changes if needed

   • Re-save updated information

FAQ