Aleop Work Routine

Modified on: September 18, 2025

Mail received and paper documents

Group documents of the same type (invoices, sales statements, or other documents to be filed) to process them in batches.
- Group documents by format (single-page, multi-page, and/or double-sided).
Place the documents face down on the scanner, with the header at the bottom.
Select a scanning profile (see the scanner quick reference) and press the arrow.
The documents will appear on the screen; check the quality and click Finish.
Mark the documents with "@" to identify them as scanned.

After scanning, document type identification can be done directly on the screen.
- Click on the “Pending Approval” banner.
- Select the type and click on the cloud icon to send it for processing.
Go to Document Classification (Accounting Menu/Tracking Screen).
- Identify the documents by type (purchase invoice, sales invoice, documents to be filed, etc.) and click Save.
- Remember that you can apply a document type to an entire batch.
Note: Documents classified as purchases or sales are sent for validation. Data extraction is usually completed in less than 12 hours.

Go to Review (Accounting Menu / Tracking Screen / Review / Documents to review).
Check if you have any documents classified as “Wrong types” or “Unreadable” that should be sent back to OCR to avoid delaying document processing.

Go to Payment and Receipt (Accounting Menu / Tracking Screen).
Purchases are under the “To Pay” category and sales under “To Receive”.
Make sure the payment date matches the desired accounting month in your accounting software.

The company's email address (e.g., yourfarm@aleop.ca) is displayed in the menu:
Company / General Information.

This address can also be given to your suppliers to receive documents directly in Aleop.

When your supplier uses your company’s regular address:

Create a contact with your dedicated email address, which can be found in the menu:
Company / General Information.

Go to Document Classification (Accounting Menu/Tracking Screen).
Identify the documents by type (purchase invoice, sales invoice, documents to be filed, etc.) and click Save.
Remember that you can apply a document type to an entire batch.
Documents classified as purchases or sales are sent for validation.
Data extraction is usually completed within 12 hours.

First, go to Folder / Explorer / Finance and create a new folder:
Unpaid current account statements.
Classify the files of unpaid current account statements under Documents to be filed.
Move these files into the folder you created earlier (Unpaid current account statements).
Once the invoices listed on the statements are paid, move these files into their respective folders by supplier.
Example of a statement file name: “C.A. Supplier, year-month”.

Go to Payment and Incomings (Accounting Menu / Tracking Screen).
Purchases are under the “To Pay” category and sales under “To Receive”.
Make sure the payment date corresponds to the desired accounting month in your accounting software.