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Archiving Registered Documents in the Document Capture Document Journal

This function enables the automatic archiving of documents that are captured and registered via Document Capture. After capturing and validation in Document Capture, the system creates a document in Business Central. During registration, the M-Files document class is determined and the document is stored in M-Files with the corresponding metadata.

Configuration

The settings are made in the Document Capture Document Category in the "M-Files Archiving" section. The following settings apply to the archiving of purchase documents (invoices, credit memos, and prepayments):

  • Vault Code: Assigns a specific M-Files vault to the document category. The class fields are filtered to the classes of the selected vault during lookup and validation. If the vault code is changed and class fields are already set, the user is asked whether all class settings should be reset. When a new document category is created, the vault code is automatically set if exactly one active vault exists.
  • Registration Enabled: Activates archiving directly after completing the registration. The document is assigned to the created document.
  • Class Purchase Invoice: Specifies the M-Files document class for purchase invoices.
  • Class Purchase Credit Memo: Specifies the M-Files document class for purchase credit memos.
  • Class Prepayment: Specifies the M-Files document class for prepayment documents.
  • Transfer Line Order No. to Purch. Line: Specifies whether the order number captured at line level should be transferred to the purchase line.

ZUGFeRD Invoices

For ZUGFeRD invoices, the PDF file and the XML file are available together. The Is ZUGFeRD field controls which of the two documents is archived as the actual document during registration and which one is archived as an attachment.

The setting is made on the Document Capture Template. The field is only available if the associated document category has registration enabled, a purchase document is defined as the destination document, and the template is an XML template.

The registration behavior is as follows:

  • “Is ZUGFeRD” enabled
    • The PDF file is archived as the document.
    • The XML file is archived as an attachment.
  • “Is ZUGFeRD” disabled
    • The XML file is archived as the document.
    • The PDF file is archived as an attachment.

Important Technical Note:
From a technical standpoint, Document Capture currently does not distinguish between an XRechnung with a PDF attachment and a ZUGFeRD invoice (PDF with an embedded XML file). In both cases, an XML file and a PDF file are available once processing is complete. It is currently not possible to uniquely identify or filter ZUGFeRD documents. Therefore, the new field “Is ZUGFeRD” is used to control the desired archiving behavior.