When receiving electronic invoices, many enterprises often encounter the problem that OFD files are not convenient to preview, print, send and archive, especially when facing batch invoices, conversion one by one will be very time-consuming. This article focuses on the actual office requirement of "converting many OFD electronic invoice files into PDF format in batches" and introduces how to quickly complete the processing with the help of office software. You will see the applicable scenarios, effects before and after processing, specific operation steps and common precautions to help you complete OFD to PDF with less manual operations and improve the efficiency of financial arrangement, reimbursement flow and data archiving.
In the daily office, finance, administration, procurement, reimbursement specialist often receive a large number OFD Electronic Invoice. Although such documents meet the requirements of electronic bill circulation, they are often not as convenient as PDF in actual use: some colleagues do not open OFD, some systems upload more PDF, and format conversion is often required before printing, circulation and unified filing. Especially when there are not one or two OFD invoices in hand, but dozens or hundreds of OFD invoices, the processing one by one is not only slow, but also easy to miss.
This article is to solve, is convert many OFD electronic invoices to PDF format in bulk of the problem. As you can see from the screenshots, use HeSoft Doc Batch Tool This kind of office software can directly enter the corresponding function page, import OFD files in batches, and then continue to execute the subsequent processing process, obviously reducing duplication of labor and being more suitable for real office scenes of enterprises.
Applicable Scenarios
this article will be helpful if you are experiencing the following situations:
- electronic invoice batch filing: A batch of OFD invoices need to be uniformly converted into PDF to facilitate sorting by month, project or customer.
- Submission of reimbursement data: Reimbursement systems, approval processes, or external partners are more accustomed to receiving PDF invoice attachments.
- Document circulation and printing: PDF compatibility is higher, and it is easier to open and view directly when sending to colleagues, customers or leaders.
- Financial Retention Backup: Save OFD invoices uniformly after batch conversion, making subsequent retrieval and reference more convenient.
For positions that need to process bill files frequently, select a support batch processing files office software, can significantly reduce the cost of repeated clicks and manual finishing.
Effect Preview
before treatment
multiple original files .ofd format of electronic invoices, usually scattered in a local folder. Manually opening, saving, or converting one by one is inefficient.
After treatment
the same batch of OFD invoices can be uniformly converted PDF file, more convenient:
- direct preview in common office environment;
- send to colleagues, customers or auditors in bulk;
- upload to business systems that require PDF attachments;
- as invoices, vouchers, reimbursement attachments long-term filing.
Operation steps
step 1: Enter the "OFD to PDF" function
as can be seen from the screenshot, in HeSoft Doc Batch Tool In the main interface, click "More tools" after, you can see multiple format processing entries, which contain "1. Convert OFD to PDF".
Purpose of operation: enter the right conversion tool and prepare for batch processing of OFD electronic invoices.
Expected results: open the special OFD to PDF page and enter the formal processing process.
Step 2: Batch add OFD invoice files to be converted
after entering the function page, the top of the interface provides "Add File" and "Import a file from a folder" two ways to import.
- If your invoice files are scattered, you can click "Add File" to manually select multiple OFD files.
- If many electronic invoices have been centralized in the same directory, it is recommended to use them directly. "Import a file from a folder", more suitable for batch conversion scenarios.
As can be seen in the screenshot, the list will display the file after import. Name, path, extension, creation time, modification time, and count the number of records to confirm whether the current pending file is imported completely.
Purpose of operation: import all OFD invoices that need to be converted at once to avoid repeating operations one by one.
Expected results: multiple OFD records appear in the file list to confirm that all invoices to be processed have been added to the task.
Step 3: Check the file list and clean up irrelevant files
after the file is imported, it is recommended to briefly check the list content first:
- confirm that the extension is ofd;
- confirm that the path is correct to avoid importing the wrong folder;
- if a record does not need to be processed, you can use the delete button on the right side of the list to remove it;
- if this import is wrong, you can also use "Empty" re-import.
Purpose of operation: make sure that the documents to be converted are accurate before proceeding to the next step.
Expected results: only the OFD electronic invoices that need to be converted to PDF in batch this time are retained in the list.
Step 4: Click "Next" to enter the subsequent processing flow
visible at the bottom of the screenshot "The Next Step" button. The process at the top of the page also shows that the current step is "select the records to be processed" and will be entered later. "Set Save Location" and "Start processing".
Therefore, after completing the file import and inspection, click directly. "The Next Step", Continue to set the output position and perform the conversion.
Purpose of operation: enter the save path settings and formal conversion phase.
Expected results: the software continues the OFD-to-PDF process to generate PDF files that can be saved and used.
Step 5: Set Save Location and Start Batch Conversion
according to the page process prompt, the following will enter "Set Save Location" and "Start processing" two stages. The core idea here is very clear: first specify the converted PDF storage directory, and then start the task.
Purpose of operation: let the converted PDF file unified output to the specified folder, easy to archive and subsequent search.
Expected results: generate PDF files corresponding to the original OFD invoices in batch to complete the conversion of electronic invoice format.
Frequently Asked Questions or Precautions
1. When importing in batches, select "Add Files" or "Import Files from Folders"?
If your OFD e-invoice is already in the same folder, select "Import a file from a folder", More efficient; if the files are scattered in different locations, use "Add File" more flexible.
2. Why should I check the file list before converting?
Because in the actual office, the folder may be mixed with test documents, duplicate invoices or materials that do not need to be processed. Take a look at the file name, path, and number first to reduce misprocessing.
3. Is it suitable to handle many invoices?
From the interface design point of view, this is oriented. Batch File Processing the office software process is especially suitable for the unified conversion of a batch of OFD invoices to PDF, which is more time-saving than manual operation one by one.
4. What is the actual value of converting to PDF?
PDF is more versatile for previewing, printing, sending, uploading and archiving. For document management scenarios such as financial information, electronic invoices, and voucher attachments, PDF is often easier to flow.
5. What are the recommended preparations before handling?
It is recommended to put the OFD invoices to be converted into the same folder by batch, such as month, project and customer name. This makes importing faster and the converted PDF easier to manage.
Summary
for" convert many OFD electronic invoices to PDF format in bulk this high-frequency office demand, the right office software can really play a value: the original repetitive, boring, error-prone manual operation, into a standardized batch process. By HeSoft Doc Batch Tool You just have to enter. Convert OFD to PDF function, batch import files, confirm the list, continue to the next step to set the save location and start processing, you can complete the electronic invoice conversion task more efficiently.
If you often have to deal with invoices, contracts, bills or various types of office documents, it is recommended to use this as much as possible. Batch processing files this saves time and is more conducive to subsequent archiving, sharing, and searching. Now you can sort out a batch of OFD invoices first, and do it once according to the steps in this article to feel the efficiency improvement brought about by batch office.