Creating Text Based PDF Document
P&G and HP highly recommend the use of text based PDF documents to allow the greater efficiency for pasting & payments of supplier invoices. Text based PDF files are much smaller than scanned image PDF file which is simply a picture. Please refer to the basic format requirements below required for all PDF invoice formats. In the following pages are two(2) options for your considertation and convenience. If you require assistance, please seek help from your local P&G AP Call & Resolution Center at the following link - Accounts Payable Customer Response Center
Basic PDF Format Requirements:
Adobe PDF (Portable Document Format) – Text based PDF preferred
300 DPI minimum resolution
2 colors (Black lettering on White paper)
Company Logo’s preferably in Black and White, colored logo’s will be accepted
Other image types will not be accepted
If your billing software has an option to export or print the invoices into a PDF file then please use that option to create the PDF file.
If your billing software does not provide an option to export or print invoices into a PDF file, then you can follow either one of the two options given below:
Option #1 - If you have Adobe Acrobat Pro installed in your system, convert your invoice into PDF file using Adobe Acrobat Pro:
We are using a Word document below for demonstration.
Select ’File’ menu and ’Print’
Select the virtual printer from drop-down list which had been created under Microsoft Office installation as shown below. (in this case: Adobe PDF).  Select Printer Properties and select Paper/Quality and set Color to Black and White
Select Advanced settings and set Print Quality 300dpi
 If the invoices contain pictures, you will be able to define the resolution that is needed.
Our recommendation is that to use PDF/A as a standard format. Select ’None’ for Adobe PDF Security.
Once the above settings are done, you can click on the Print button. The printer will not print on paper but will save the invoice to the selected folder.
Options #2 - If you do not have Adobe Acrobat Pro installed in your system, you can download one of the several free PDF Creator programs from the internet and use the program to create the PDF file.
The ”PDFCreator” is a simple small program that we can recommend. After download, you can install it easily by just following the installation instructions. After installation, you will be able to see the below icon in your desktop.
Once you have installed ’PDF Creator’ in your system, you can use it as a virtual printer.
We are using a Word document below for demonstration.
Select PDF Creator from the Printer dropdown list and after that select Printer Properties.
Click On ’Paper Quality’ tab
Here you need to Select Black & White option and in the Advanced properties you need to select 300 dpi for the Print Quality.
Once the above settings are done, click on OK and on the next screen click on OK again. Then just click on Print button.
Once you click on the ’Print’ button, the below pop-up window will appear.
On pop-up window select ’Options’
In the next screen, select the highlighted options:
’PDF/A 2b (digital preservation)’
Under ’Formats’ select ’PDF’
Click on ’Save’ button.
On the next screen, enter file name and click on ’Save’
On the next pop-up screen, provide a location to save the file and click on the ’Save’ button.
The file will be saved in this location. We recommend that you store these settings as your default settings for these printers.
Creating Text Based PDF Document Page
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