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Install Zentriq Capture

Business Central onlineFrom Microsoft AppSourceEach company activated by Zentriq

What you'll set up

Zentriq Capture is a Business Central extension. Zentriq Core, the library it is built on, is installed with it. Each Business Central company gets its own e-mail address: Zentriq reads the vendor invoices sent there and writes them into Business Central over the connection you make from the Zentriq dashboard. You check them and register them in Business Central.

Before you start

A Business Central online environment on version 27 or later, in any country except the United States, Canada and Mexico.
A Microsoft work account that is a user in that Business Central. You sign in to Zentriq with it, and to connect Business Central it must be the owner or an admin of your Zentriq organization.
Someone who can install extensions and assign permission sets in Business Central, usually an administrator.

Install Zentriq Capture from AppSource

Open the Zentriq Capture listing on Microsoft AppSource, click Get it now and pick the Business Central environment to install it in. Business Central installs Zentriq Core along with it, because Capture depends on it. The install is per environment: repeat it in each environment you want to use.

Sign in to Zentriq, it's free

Go to app.zentriqsoftware.com and click Continue with Microsoft with the work account you use in Business Central. The first person from a company becomes the owner of its Zentriq organization; colleagues who sign in later with accounts of the same company join it as members.

Every new organization gets 8 documents free, once. Each document read uses one; a document that cannot be read does not. For more, see pricing.

First person from your company? If your IT restricts third-party apps, Microsoft may show a “Needs admin approval” screen: your Microsoft admin approves Zentriq once for everyone.

Connect Business Central

On the dashboard, click Connect with Microsoft on the Connect your Business Central card. Only the owner or an admin of the organization can do this, with the account they signed in with, and it connects the whole organization at once. Microsoft asks you to consent to Zentriq reading and writing Business Central data on your behalf, within your own Business Central permissions, and keeping that access while you are not signed in. The dashboard then shows Business Central connected.

Capture does not work without this connection: Zentriq writes every invoice it reads into Business Central through it, as the Business Central user who connected.

Give users access in Business Central

Assign the Zentriq Capture permission set (ZTQCap - Capture) to everyone who will check and register invoices, and to the Business Central user who made the connection in step 3: Zentriq writes the invoices as that user. The set includes the permissions of Zentriq Core, so one assignment is enough.

The quickest way is the Zentriq Capture User Access page: select users and choose Grant Zentriq Capture access, or Grant access to all users. Granting takes a user who may assign permissions, such as an administrator.

For people who should only look, assign Zentriq Capture - Read Only (ZTQCap - Read) on the user card instead: they see the journal, the rules and the controls, and cannot register.

In a sandbox, allow outbound calls

Skip this in a production environment. In a sandbox, Business Central blocks calls from extensions to the internet by default. Open Extension Management, choose Zentriq Core, then Manage, Configure, and turn on Allow HttpClient Requests. Do the same for Zentriq Capture. Core needs it to reach Zentriq, Capture to fetch the PDF of each document.

Open Zentriq Setup and wait for activation

Search for Zentriq Setup in Business Central (it is also a tile on the Role Center). The first time it opens, the company registers with Zentriq and its State shows Waiting for activation. There is nothing to type.

Zentriq activates each company by hand. Write to support@zentriqsoftware.com with the Installation reference shown on the page. Once we confirm, choose Check now: the state turns Active, and the page shows the address, the documents read this month and the credits left.

Each Business Central company registers on its own and gets its own address. Open Zentriq Setup in every company you want to use.

Send your invoices to the address

The address is shown in Zentriq Setup under E-Mail for invoices and on the Zentriq Capture Inboxes page, on the inbox INVOICES; Show e-mail address opens it in a window you can copy from. Forward vendor invoices to it, add it to a forwarding rule in your mailbox, or give it to your vendors.

Each attachment is read as one document:

PDF, scans included. A Factur-X or ZUGFeRD PDF is read from the invoice data it carries.
Images: JPEG, PNG or WebP, a phone photo of an invoice for instance.
Electronic invoices in XML, UBL or CII (XRechnung, PEPPOL BIS). When a mail carries XML, only the XML is read: the PDF that comes with it is the same invoice.

Up to 20 MB per attachment. A mail Zentriq cannot read still shows up in Business Central, as an Error line in the journal.

Check and register in the Zentriq Document Journal

Documents arrive in the Zentriq Document Journal with the status To validate; the tiles under Invoices received on the Role Center open it. Select a document: its header and lines are below, the controls under them and the PDF on the right.

Check the vendor and the lines. Every line needs a G/L account or an item: pick one where it is missing. The controls say what to look at, such as the totals, the VAT, the QR-bill, the IBAN or a duplicate.
Choose Register. It creates a purchase invoice or a purchase credit memo in Business Central with the PDF attached, and asks first when a control failed or the vendor's document number already exists.
Register never posts. The purchase document waits in Business Central as a draft, and you post it there yourself, under your usual rules. Reject keeps a document in the journal as rejected and creates nothing.

What Zentriq learns

Every time you register a document, Zentriq learns something about its vendor. It is kept in your Business Central company, where you can see and change it:

Line translations: the G/L account or item each line was registered on, for that vendor, by its article number or the wording of the line. The next document from the vendor comes back with those lines placed, and its documents still waiting in the journal are placed again at once.
Vendor names: the vendor name as printed on the document, when it differs from the vendor card, so the next document finds the vendor.
Vendor profile: how the vendor bills, such as prices with or without VAT, its VAT rate, currency and payment terms, the look of its invoice numbers, the IBANs and mail domains it uses and its usual amounts. It is updated only when the purchase document matched what was read, and the controls compare new documents with it once three have been registered.
Bank account: when the IBAN on a document is not on the vendor card, Register offers to add it, and the next document is checked against it.

The first three open from Learned in the journal.

Troubleshooting

Zentriq Setup says “Zentriq could not be reached”

In a sandbox, outbound calls are still blocked: turn on Allow HttpClient Requests for Zentriq Core (step 5), then choose Check now.

The state stays “Waiting for activation”

Zentriq has not activated the company yet. Write to support@zentriqsoftware.com with the Installation reference from Zentriq Setup, and choose Check now once we have answered.

The Inboxes page says “No address yet”

The address is allocated once the company is active. Open Zentriq Setup and choose Check now: when the state is Active, the address is written on the inbox INVOICES.

“The PDF could not be fetched from Zentriq”

In a sandbox, turn on Allow HttpClient Requests for Zentriq Capture as well (step 5), then open the document again.

A mail shows up as an Error line

Zentriq could not turn it into a document, for example because nothing readable was attached, the file was over 20 MB, the XML was neither UBL nor CII, or no credits were left. The line names the sender, the file and the reason; the In error tile on the Role Center lists these lines.

Invoices do not arrive although the company is active

Check that the dashboard shows Business Central connected (step 3) and that the Business Central user who connected has the Zentriq Capture permission set (step 4). For mail sent in the meantime, write to support@zentriqsoftware.com so we can process it again.

Connecting reports a different account

Connect with the Microsoft account you signed in to Zentriq with. In Business Central, that user's Authentication Email must be the same account.

Next steps

Reference
Security & compliance Guide
Install PunchOut

Need help? Email support@zentriqsoftware.com, we answer within one business day, in English, French, or German.

Also see: FAQ · Security & compliance · Pricing.