In AP Document Recognition, Part 1, we reviewed the 3 ways to submit AP documents for recognition. In Part 2, we will look at how to enable and use this feature in Acumatica.
First and foremost, you need to add and activate the Document Recognition Service license (see Figure 1). Next, you need to enable it under the Third Party Integrations group of features in the CS100000 form (see Figure 2).
Figure 1. The activated license for Document Recognition
Figure 2. Enable the service
After this feature is enabled, you will find 2 new forms added to the system in the Payables workspace. The first one is called Incoming Documents (AP3011PL), which lists records created using the document recognition service. The second form with the same name (AP301100) can be used for submitting a document for recognition (see the 1st method to submit document for recognition in Part 1), reviewing a recognized document, and converting a validated document to an AP document.
A recognized document should be validated to make sure any information not properly recognized by the service gets referenced to the fields they belong. This is also an important process to “teach” the AI/ML algorithm to create new recognition pathways and improve over time.
In the example below, my recognized document missed several fields (e.g., vendor in the summary section, unit cost in the detail section) and cannot be converted into an AP document right the way (see Figure 3). To link these fields to the values in the invoice, I first move the focus to the field that needs to be updated. Then I click the values in the Preview area so that the system maps those values.
Figure 3. A recognized document with several missing values
After matching all relevant fields, it is important to verify that the Detail Total matches the Invoice Amount (see Figure 4). In this invoice, there is a 15% discount applied to the $165 subtotal. Since it is tucked into the calculation and not an invoice line, it does not get recognized. I simply add a new line for the discount amount to align the two values (see Figure 5).
The document is now ready. I click ‘Save and Continue’ and the system generates the AP bill (see Figure 6). How cool is that!
Figure 4. Mismatched values due to a discount
Figure 5. Add a new line for the discount amount
Figure 6. AP bill generated from the Incoming Document
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Eric.