Glossary of Terms by Category

Created by Michelle Mckenzie, Modified on Tue, 7 Jul at 1:56 PM by Michelle Mckenzie

General

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.
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
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
ERP	Enterprise Resource Planning System. A software system that integrates and manages core business processes across an organisation.
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.
ICR	Intelligent Character Recognition
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
PDF text layer	Layer in a PDF that, if corrupted, may cause difficulty matching document type to Invoice; remediation includes using OCR-only.
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
Premier	Downstream system SmartUi exports invoices/pay applications to; certain errors are described as occurring “when exporting invoices to Premier”.
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.
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.
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.
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.

Verification

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.
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
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
ERP	Enterprise Resource Planning System. A software system that integrates and manages core business processes across an organisation.
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.
ICR	Intelligent Character Recognition
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
PDF text layer	Layer in a PDF that, if corrupted, may cause difficulty matching document type to Invoice; remediation includes using OCR-only.
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
Premier	Downstream system SmartUi exports invoices/pay applications to; certain errors are described as occurring “when exporting invoices to Premier”.
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.
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.
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.
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.

Processing Stage

Term	Definition
Classification	The process of assigning documents or data to a specific category based on their content, structure, or attributes.
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).
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.
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.
Pending PM Review	Email sent back to PM with the invoice attached, the reason for review request/action required, using a configurable email template.
Postpone task	Action that puts aside a task for later while the user locks the postponed task.
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.
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.
Separation	The logical splitting of pages to make a document(s)
Stage	Processing destination for tasks; senior operators can send them to custom stages including Export.
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.
Verification	Process of verifying uncertain characters/fields and resolving rules/formatting issues; rule validation is performed automatically for eligible fields.