How to Reprocess a Document in Whitevision
Even the smartest document recognition software occasionally gets something wrong. A supplier changes their invoice layout, a receipt photo comes out blurry, or a document simply gets uploaded before all the data is ready. When this happens, you don’t need to start over manually. Instead, you can reprocess the document and let the system read it again. This article walks through what reprocessing means in Whitevision, why you might need it, and how to do it correctly.
Quick Summary
| Topic | What You’ll Learn |
|---|---|
| What reprocessing means | The difference between reprocessing and manual correction |
| Why it’s needed | Common triggers, from recognition errors to updated documents |
| How to do it | A step-by-step walkthrough of the reprocessing action |
| What to check first | Preparation steps that prevent repeated errors |
| What happens next | How the document moves back through the workflow |
| How to reduce repeat issues | Practical habits that cut down on reprocessing needs |
How Does Whitevision Relate to Reprocessing Documents?
Whitevision B.V. Declaraties is a Dutch document processing platform that automates the recognition, approval, and administration of incoming invoices, receipts, and expense declarations. It uses OCR and AI-driven recognition to convert scanned or digital documents into structured booking proposals, so employees and finance teams don’t have to type data in by hand.
This directly explains why reprocessing matters. Because Whitevision relies on automated recognition rather than manual entry, the accuracy of that first read determines how smoothly a document moves through the rest of the workflow. When recognition doesn’t go as expected, whether that’s a missing amount on a fuel receipt or an incorrectly read invoice number, reprocessing gives the system a second chance to interpret the document correctly, without forcing a user to abandon the automated process altogether and enter everything by hand.
For organizations using the Declaraties module specifically, this matters even more. Expense declarations often come from photographed receipts submitted through a mobile app, and photo quality varies widely from one submission to the next. Reprocessing is therefore a routine, expected part of working with Whitevision, not a sign that something has gone fundamentally wrong.
What Does “Reprocessing” a Document Mean in Whitevision?
Reprocessing refers to sending a document back through the recognition engine so the system can generate a new, updated data proposal. It’s different from manually correcting a field yourself, since reprocessing asks the AI to re-read the document, ideally with better results the second time around.
How Is Reprocessing Different From Manual Correction?
Manual correction means you, the user, directly edit a specific field, such as fixing an amount or updating a cost category. Reprocessing, by contrast, triggers the recognition engine again and lets the software generate a fresh proposal. You’ll typically use manual correction for small, one-off fixes, and reprocessing when several fields look wrong, when the source file has changed, or when you suspect the original scan quality caused the problem.
When Does the System Suggest Reprocessing Automatically?
In many cases, Whitevision flags a document for review when recognition confidence is low or when key fields, such as the total amount or supplier name, weren’t detected at all. These flagged documents are strong candidates for reprocessing, since the low-confidence result usually points to something in the document itself rather than a one-time system glitch.
Why Would You Need to Reprocess a Document?
There are several common situations where reprocessing becomes necessary. Understanding these triggers helps you recognize when reprocessing is the right move rather than a manual fix.
What Causes Recognition Errors in the First Place?
Recognition errors typically come from three sources: poor scan or photo quality, an unusual document layout the system hasn’t seen before, and documents that mix languages or currencies in unexpected ways. Blurry receipt photos taken in low light are a particularly common culprit in the Declaraties module, since employees often submit them quickly from a phone camera rather than a proper scanner.
What Changes After a Document Has Already Entered the Workflow?
Sometimes a document is technically read correctly, but something changes afterward. A supplier might issue a corrected invoice, or a finance team might update a cost center after the original submission. In these cases, reprocessing the newer version of the document ensures the booking proposal reflects the most current information, rather than leaving outdated data in the system.
Does File Format Ever Play a Role?
Yes. Whitevision supports multiple formats, including PDF, XML, and image files, but each format is read differently. If a document was uploaded as a low-resolution image when a cleaner PDF or XML version exists, replacing the file and reprocessing usually produces far better results than trying to correct the original image-based read manually.
How Do You Reprocess a Document in Whitevision?
Follow these steps to reprocess a document that hasn’t been recognized correctly.
- Open the document in the processing overview. Locate the specific invoice, receipt, or declaration in your list of pending or flagged documents.
- Review the current recognition result. Check which fields are missing, incorrect, or clearly mismatched with the visible document image before deciding to reprocess.
- Confirm the source file is correct. If a better-quality file or a corrected version is available, upload or replace the file first, since reprocessing an unchanged poor-quality file will likely produce the same result.
- Select the reprocess or re-scan option. Depending on your Whitevision environment, this action typically appears as a button or menu option directly within the document view.
- Wait for the system to generate a new proposal. The recognition engine reads the document again and produces an updated booking proposal based on the current file and any recent corrections you made.
- Review the new result carefully. Compare the updated fields against the source document to confirm the reprocessing actually resolved the original issue.
- Approve or forward the document. Once the data looks accurate, continue the document through your normal approval and booking workflow.
What Should You Check Before Reprocessing a Document?
Reprocessing works best when you’ve ruled out a few common issues beforehand. Skipping this step often means repeating the same error a second time.
Is the Uploaded File Actually Legible?
Open the document image or PDF directly and check whether a human could read it clearly. If the text is blurry, cut off, or poorly lit, no amount of reprocessing will fix the underlying image quality. In this case, request a new photo or a replacement file before trying again.
Are You Reprocessing the Right Version of the Document?
If a corrected or updated document exists, make sure that’s the file being reprocessed rather than the original. Uploading the newer version first, then reprocessing, avoids the confusing situation where the system keeps reading outdated information.
Does the Document Type Match What the System Expects?
Whitevision handles invoices, receipts, and declarations differently, since each document type has its own expected structure. If a document was accidentally categorized incorrectly, correcting that classification before reprocessing typically produces a much more accurate result.
What Happens After You Reprocess a Document?
Once you trigger reprocessing, the document doesn’t just disappear and reappear with new data instantly. It’s worth understanding what happens behind the scenes.
Does Reprocessing Affect the Approval Status?
In most cases, reprocessing resets the document to a pre-approval state so that whoever reviews it next sees the updated data before final sign-off. This prevents an approver from accidentally confirming outdated or incorrect figures that existed before the reprocessing occurred.
Can You Reprocess a Document More Than Once?
Yes, and it’s common to reprocess a document multiple times, particularly after replacing a file or making several corrections. Each reprocessing attempt is independent, so there’s generally no limit that prevents you from trying again if the first result still isn’t accurate.
Where Does the Document Go if Reprocessing Still Fails?
If reprocessing doesn’t resolve the issue after a reasonable number of attempts, the practical next step is manual correction. At that point, editing the remaining fields directly is usually faster than continuing to reprocess a document that the system consistently struggles to read.
What Are Common Issues When Reprocessing Documents?
The table below summarizes frequent reprocessing problems and the most effective way to address each one.
| Issue | Likely Cause | Recommended Fix |
|---|---|---|
| Amount field stays blank | Poor image quality or unusual receipt layout | Replace with a clearer photo or scan, then reprocess |
| Supplier name misread | Unfamiliar logo or non-standard invoice template | Reprocess after confirming the correct file was uploaded |
| Duplicate document flagged | Same invoice submitted twice, possibly in different formats | Remove the duplicate before reprocessing the remaining copy |
| Wrong currency detected | Mixed currency symbols or unclear formatting on the document | Correct the currency manually, then reprocess remaining fields |
| Line items missing | Complex, multi-item invoices with dense formatting | Reprocess first; correct remaining lines manually if needed |
How Can You Prevent the Need for Frequent Reprocessing?
While reprocessing is a normal part of using Whitevision, a few habits reduce how often you need it.
- Encourage clear receipt photos. Remind employees submitting expense declarations to photograph receipts in good lighting and avoid cropping out edges.
- Upload original files when possible. A native PDF or XML invoice almost always reads more accurately than a scanned image of the same document.
- Correct recurring supplier issues early. If a specific supplier’s invoices consistently cause recognition problems, flag this pattern so it can be addressed at the source rather than repeatedly reprocessing similar documents.
- Review flagged documents promptly. Addressing low-confidence documents soon after they’re flagged, rather than letting them pile up, makes it easier to remember the original context and correct file version.
- Keep document categories accurate. Making sure invoices, receipts, and declarations are classified correctly from the start reduces mismatched recognition attempts down the line.
Conclusion
Reprocessing a document in Whitevision is a straightforward way to correct recognition errors without giving up on automation altogether. Whether the issue comes from a blurry receipt photo, an unusual invoice layout, or a document that changed after it was first submitted, reprocessing gives the system another opportunity to read the file accurately before you resort to manual correction. Whitevision B.V. Declaraties is built specifically to handle this kind of variation in incoming invoices, receipts, and expense declarations, so treating reprocessing as a normal part of the workflow, rather than a failure of the system, helps your team stay efficient and confident in the data reaching your administration.
The key is preparation: check the file quality, confirm you’re working with the correct version, and classify documents properly before triggering a new recognition attempt. Following these steps consistently turns reprocessing from a repeated source of frustration into a quick, reliable fix.
Frequently Asked Questions
There’s generally no strict limit on how many times you can reprocess a document in Whitevision. That said, if reprocessing repeatedly fails to fix the same issue, it usually means the underlying file quality or format is the problem, and manual correction becomes the more efficient next step rather than continuing to reprocess indefinitely.
This depends on your specific Whitevision setup and how the reprocessing action is configured. In many cases, reprocessing regenerates the recognition proposal, which can overwrite fields you previously corrected by hand. It’s a good habit to double-check all fields after reprocessing, rather than assuming your earlier corrections remained in place.
Typically, approved documents are locked from further recognition changes to protect the integrity of your financial records. If an error is discovered after approval, check with your administrator about the correct process for handling post-approval corrections, since this usually differs from the standard reprocessing workflow used for pending documents.
