When you are not satisfied with the data quality that SmartUi for Invoices automatically extracts from an invoice, you can train the program while capturing invoices so future data is extracted correctly.
This is done by indicating the correct location of fields on the invoices, credit notes or statements. After the export, all the documents are moved to the Training stage by default. It will perform the training procedure and use the results of this procedure when processing new invoices of this type, and they are automated.
If an operator fails to achieve a sufficient degree of accuracy through training, the SmartUi administrator:
- Add or remove document images used for training.
- Create new training batches.
- Add document images that will not be used for training will be used when for testing.
Please email if you have any training issues [email protected]
How to train invoice layouts while processing invoices
After invoices are ingested into SmartUi, they are automatically recognised, and data is validated with the financial system.
Suppose the resulting extraction and validation of an invoice has extraction errors, or there are other reasons to believe that the program failed to find fields on the image or located data incorrectly. In that case, this will need to be corrected by a user, so the system learns where the correct information is for next time.
This is what you need to do.........
- Check the correct Vendor and business unit are associated.
- Training is performed separately on each type of document. Invoices from a single vendor are considered to belong to a single type. If the Vendor on an invoice is determined incorrectly, that invoice will be assigned to the wrong document type during training. If the Vendor was not chosen automatically, select a vendor by using the "find" button under the vendor section in the interface.
- Correct the field extraction: One of the necessary conditions for training is that the positions of the regions of all fields on the images match the actual positions of the fields on the invoice. You have to make sure that the areas are located correctly.
Correct the positions of the regions on images of at least three documents and draw or click on areas for fields that were not detected. (Instructions below)
- Click into the desired field on the form beside the invoice & delete an incorrectly extracted region from the invoice:
- To do this: position the mouse pointer over the extracted field and when a red cross appears in the top right corner, click the red cross. This extracted region will be deleted from the invoice and selected field, and you can choose now the correct data on the invoice.
Step 2 - Manually Select the correct data from the invoice.
- Option 1: Click into the desired field on the form beside the invoice (e.g. invoice number) and ensure the mouse cursor is in the field, then find the corresponding region on the invoice image (if you hover your mouse over the text to extract it will highlight in blue), and click it (or draw a rectangle with the mouse) and it will populate the data in the field selected.
- Option 2: If the cursor is not in the desired field on the form beside the invoice - Position the mouse pointer over the desired region on the invoice image (The field will highlight it in blue), click it (or draw the region with the mouse), and then a dropdown list will appear. Select the corresponding field from the dropdown list that opens. The selected field will populate with the data from the invoice.
- Note: you can adjust the position of a region on the image by moving its boundaries with the mouse.
- Option 3: On the form beside the invoice, start typing a value into a field (any field). A dropdown list will be displayed listing the words captured from the invoice that resemble the word that you are typing. Select the correct word from the list, and the word's position on the image will become the region of the field.
Figure: Document Editor
After the data on the invoice is valid the user presses "complete task", and the invoice is exported to the Financial system.
As part of this, invoices are automatically moved to the Training stage. The training process is triggered automatically, and the training set for that Vendor is stored and leveraged, so future invoices are extracted correctly.
If you are not satisfied with the results achieved by completing the steps in this section, or there is an invoice in a bizarre format, please contact support.
Training Invoice Line Items Video (Incl or Ex GST)
- Enable Image mode from the document editor first (If not already enabled).
Figure 28: Document Editor – Image mode
- Lasso and delete the incorrectly matched line item table template, if any and remove it.
Figure 29: Remove existing table zone
- With the mouse, draw a box around the entire first row of the table.
- If Prompted, select "Line Items" from the context menu, which will appear once you release the mouse button. (YOU MAY NOT BE PROMOTED, WHICH IS FINE)
Figure 31: Draw zone around the first line item of the table
- Draw separators to divide the row into columns column. This is done by clicking and holding the mouse button inside the box while dagging down where you want the divider to start. This will draw the line.
Figure 31: Drawing separators
Figure 32: Dividing into columns
Click on the + sign on top of the column and choose the correct column name.
Figure 33: Providing Column names
Figure 34: Column names
Place the cursor on any of the captured fields, click the right mouse button and select "Continue Line Items" so the program can analyse and extract the rest of the invoice rows to the bottom of the table automatically.
Figure 35: Continue Line items
Any issues, please email [email protected].
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