Glossary of Terms A-Z

Created by Michelle Mckenzie, Modified on Tue, 7 Jul at 1:43 PM by Michelle Mckenzie

Term	Definition
Accuracy	Refers to how correctly the system recognizes, classifies, and extracts information from documents compared to the actual information on the original document.
Analyse	Recognition menu action that analyses pages and finds a suitable Document Definition.
Annex page	Additional page(s) appended to a document (e.g., supporting pages)
Batch	Grouping of documents / pages based on the email
Batch ID	Seven (7) digit identifier, last number in batch name
Batch Name	Label that identifies the Batch which usually contains the Vendor Name followed by the BatchID and appears in task lists
Classification	The process of assigning documents or data to a specific category based on their content, structure, or attributes.
Clear Analysis Results	Clears results of automatic document assembly and Document Definition matching.
Confidence Indicator	Colour coding linked to recognition of data confidence. I.e. red for lower confidence that the data extracted is 100% correct.
Continue line items	Command that continues line item recognition/training; can be greyed out unless right-clicking within a line item yellow field region.
Data Extraction	Data extraction automatically captures key information from invoices, such as invoice number, supplier name, invoice date, and total amount, and stores it in predefined fields.
Document assembly	Review/ensure multi-page documents are correctly assembled into document sets (e.g., two single-page invoices should be separate documents).
Document Count	Document Count indicates the total number of documents contained within a batch that have been submitted for classification, data extraction, or verification. The maximum pages per document is 3. Documents with a greater number of pages will be counted as multiple documents
Document Definition	Classification/template used for a document; system can analyse pages to find it, and users can “Match Document Definition…” manually. I.e. Invoice or Statement
Document editor window	Window opened by double-clicking an invoice for verification and error correction.
ERP	Enterprise Resource Planning System. A software system that integrates and manages core business processes across an organisation.
Exceptions queue	Queue used to reconcile tasks that operators were unable to process; tasks/documents can be sent there by (or for) review
Export (to Premier)	Sending completed/verified data to Premier (or designated stage); users may encounter export error messages.
Format errors	Error type: field value does not satisfy specified data type/format.
Freshdesk	Customer support and help desk platform. Allows SmartUi to manage customer inquiries, service requests, and support tickets.
Header Data	Header Data is captured from the Invoice including Invoice Number, Invoice Date, Po Number/Job Number/Subcontract Number, Total Incl. GST, GST, Total excl. GST.
ICR	Intelligent Character Recognition
Ingestion	Ingestion is the initial stage of a workflow where documents, files, or data are captured from one or more sources and brought into the system for classification, extraction, validation, and further processing.
Inherit PO Lines	Button/action to populate invoice lines by inheriting lines from a PO after clearing lines and (if needed) enabling “Line Items Required”
Invoice-to-PO matching	Process ensuring invoices match purchase orders created in the financial system; SmartUi compares extracted invoice data to POs and flags discrepancies.
Line Item Table / Repeating Group Grid	Used for invoice line items and other tabular data.
Line Items	Line items data includes Description, Qty, Total Excluding GST
Line Item Matching (Automated)	Auto Matching of Line Items is completed the following way: i. Invoice Unit Price + Quantity matches with PO Lines, OR ii. Invoice Unit Price matches with PO Line, OR iii. Invoice Description matches with PO Line, OR No automated match and operator will need to manually select/match.
Machine Learning	Machine learning is used to improve document classification and data extraction accuracy by learning from previously processed documents and user corrections.
OCR	Optical Character Recognition
Page Thumbnails	Navigation between pages of a document.
PDF text layer	Layer in a PDF that, if corrupted, may cause difficulty matching document type to Invoice; remediation includes using OCR-only.
Pending PM Review	Email sent back to PM with the invoice attached, the reason for review request/action required, using a configurable email template.
PM	Project Manager. Plays a key role in ensuring invoices are accurate, properly coded, and approved before payment. The Project Manager is responsible for confirming that the work or materials billed have been received and charged to the correct project.
PO	Purchase Order
PO Data	PO Data includes PO Number, PO Total and PO Balance
Postpone task	Action that puts aside a task for later while the user locks the postponed task.
Premier	Downstream system SmartUi exports invoices/pay applications to; certain errors are described as occurring “when exporting invoices to Premier”.
Processed stage	Stage filter used to show batches that have been exported (i.e., “batches that is exported”).
Processing stage	A routing destination for tasks (e.g., Exceptions, Rescanning, Export, Refresh Queue). Operators can send tasks to stages beyond Exceptions/Rescanning.
Queue	A list of documents or batches waiting to be actioned (the next stage of processing). I.e. Verification Queue is documents waiting for a user to verify or correct extracted data.
Recheck Rules	Tool action that re-checks rules. Check current documents against the most recent data in premier.
Recognise	Action that starts recognition; used when documents are not recognised automatically.
Refresh Queue stage	Stage used to apply “Recheck Rules” and “Update Document to Latest Version” to selected batches in bulk.
Reject task	Returns the current task to the Application Server (and/or back to the queue it came from).
Reject to Vendor	Email sent back to vendor with the invoice attached, the reason for rejection, using a configurable email template
Remote Verification Station	Verification Station operating in remote network mode (via the internet), using login/password authentication.
Rule errors	Error type related to rule validation failures; navigable via rule-error navigation commands.
Rule validation	Automated validation where fields meeting rule conditions may be excluded from verification; fields failing are flagged to operators for verification.
Separation	The logical splitting of pages to make a document(s)
Show Tasks for Other Users	Task menu option that allows viewing other users’ postponed tasks.
Stage	Processing destination for tasks; senior operators can send them to custom stages including Export.
Statement	A document sent by a supplier that summarizes all transactions between the supplier and the customer over a specific period
STP	Straight Through Processing (STP) refers to documents that are processed without any human intervention.
Task	Unit of work retrieved from a queue; can be closed/completed, rejected, postponed, or sent to stages.
Tenant name	Connection setting required to connect Verification Station to cloud. Unique to each customer.
Training stage	After export, documents move to the Training stage by default where the training procedure runs and results are used for future invoices of that type.
UI	User Interface - consists of multiple panels and controls that enable operators to review document images, validate extracted data, correct recognition errors, and navigate between documents during the verification process.
Unprocessed document	Document state where recognition did not produce a known type; may appear as “<<unprocessed>> / <<unknown>>” and require manual matching of Document Definition.
Update to Latest Version	Tool action that applies project changes to the currently processed document.
User Interface	Consists of multiple panels and controls that enable operators to review document images, validate extracted data, correct recognition errors, and navigate between documents during the verification process.
Vendor	Party on the invoice matched against vendor database; if not matched, user can manually select or find vendor record.
Vendor Data	Data specific to a vendor including Vendor Name, Vendor Address, Vendor ABN.
Verification	Process of verifying uncertain characters/fields and resolving rules/formatting issues; rule validation is performed automatically for eligible fields.
Verification Station Document Image Pane	The visual representation of a document displayed within the application.
Verification Operator	Role focused on checking uncertain recognised characters and resolving rules/formatting issues so data becomes valid and can progress.
Verification Station	Desktop (“rich client”) application used to verify recognised data and process invoices/batches, including correcting assembly errors, applying data rules, and checking batch integrity.
Verification Station Error pane	Pane shown when invoice has errors or alerts; Lists rule violations and fields requiring attention.
Verification Station queue	Queue where the routing engine places processed documents for verification; operators see tasks pending verification/approval
Verification Station Toolbar	Complete Task, Send to PM, Send to Stage, Postpone, Reject, Save, Helpdesk.
Verification Data Fields Pane	Shows extracted fields and values for review.