Smart Extract+ - Company Settings
Smart Extract+ is enabled on all companies, but how you use it can be changed via two settings within Company Settings.
Head over to Company Settings and you'll see Auto Smart Extract and Default Extraction Type.
Auto Smart Extract
This setting impacts the workflow around Smart Extract+.
By default, everything uploaded to Lightyear will check for a Map first, whether that's by email, mobile app or document upload on browser.
When Auto Smart Extract is set to No and a document is uploaded, we will check for a map.
- If a map is found we will suggest this in Processing, or automatically apply it if you've mapped the Supplier before.
- If a map is not found, documents will remain in Processing for you to manually action, i.e., search for a map, manually select Smart Extract or manually enter.
When Auto Smart Extract is set to Yes and a document is uploaded, we will check for a map.
- If a map is found, the same process will be followed, we will suggest this in Processing, or automatically apply it if you've mapped the Supplier before.
- If a map is not found, the document will automatically go to Smart Extract and extract with the Default Extraction Type (more on this below). If the document is a Purchase Order or Statement, it will not automatically Smart Extract and will require manual intervention.
Please Note: If you are within our Beta cohort of customers, you can turn this to No to continue to use Lightyear without automatically Smart Extracting documents without maps.
Default Extraction Type
Regardless of the Auto Smart Extract setting, you will need to have a Default Extraction Type. This can be set between:
- Lines - each line on the document including Product Code, Description, Quantity, Unit Price and Amount, plus tax where relevant.
- Service - each line on the document including Description and Amount, plus tax where relevant.
- Summary - a one line summary of the uploaded document with the Description Goods/Services, plus tax where relevant.
The Default Extraction Type will come into play when you
- Have Auto Smart Extract set to No, and
- Upload a document with a suggested map and manually click the Smart Extract option within Processing Panel 2
- Have Auto Smart Extract set to Yes, and
- Upload a document with a suggested map and manually click the Smart Extract option within Processing Panel 2
- Upload a document without a suggested map and automatically trigger Smart Extract
- Email a document to your Lightyear account
Please Note: If you need to switch the Extraction Type as a one off you can do so within Processing, or on a Supplier by Supplier basis.
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