Currently, Smart Extract+ is what you see, what you get. The extracted data can be changed as a one off, however this won't change it moving forward for future documents.

For example, your PO Number may be within a field called Reference, and as this isn't clear it always indicates a PO Number, we may miss it during extraction. In this case, you'll need to manually add in the PO Number. In future, we aim to have the ability to edit the extracted data and save a new template that will consistently extract the fields/values you tell it to.

Currently, Smart Extract+ only applies to Bills, Credit Notes, Receipts and Expenses, as they share a similar layout/format.

As Supplier Statements are structured in a different way, with vastly different information, Smart Extract+ will not extract from these documents accurately.

If you upload a Statement as a Bill, and have the Auto Smart Extract setting enabled you may see your Statements going through to Approvals incorrectly. To avoid this, ensure you're uploading Statements with the Document Type = Statement in the Upload Modal.

While Smart Extract+ can extract data from Credit Notes, you need to select Credit Note within the Upload Modal. This will ensure it's the correct document type and will extract the correct data.

If you choose the incorrect Document Type, or email a document to Lightyear, it will upload as a Bill and you may see your data extracted incorrectly with positive values. Please ensure you've selected the correct document type on upload.

Via Email

In the short term, with Smart Extract activated and where credits notes are emailed into Lightyear without maps, it will be read as a Bill. Beware and check your Credit Notes so they aren't accidentally treated as a bill and paid out.

Due to the varying ways Bank Details can be presented on documents e.g. BSB/Sort Code/Routing Number/Bank Code/Bank Number/Transit Code and Account Number/Account Code/Acc. No/A/C No. etc., it's taking us longer to get these details extracted with accuracy.

We made the decision to launch without this, and will focus on adding Bank Details Extraction as a follow on item.

Similar to the Bank Details, there is a lot of ways additional charges can be presented in a footer e.g. Shipping/Freight/Carriage/Discount/Disc/Additional Fee/Credit Card Fee/Additional Charge/Misc Charge/Fuel Surcharge/etc., we need to individually allow for each of these to be extracted.

We made the decision to launch without this, and will focus on a way to get these extracted reliably in the future.

WET can be presented in a number of ways on Australian bills, when it's within the line items and contained within the overall total of a line, you may see instances where the WET is calculated correctly.

In the instances where WET is an additional charge on top of what's extracted in the lines, it's unlikely WET will be extracted correctly. This is similar to the Footer Fields, as this is normally where WET is displayed in this instance. We will aim to tackle WET when we look at Footer Fields, however, the complexity around calculating WET may delay it to future releases.

In the instance where tax rates/tax free rates are split across multiple rows, this may not always extract correctly. 

In this case, the indicators appear on the bills as on the left. The top three lines are actually GST Free, but can be extracted as GST applicable as pictured on the right. This can be easily amended by unchecking the tax box and amending values as required.

If you're familiar with our Mapping technology, you'll know we have the ability to attempt to apply a Map to all documents in the Processing tab, where the Supplier Email Address matches the one you're applying a map to.

Currently in Smart Extract+, if you have a number of documents from one Supplier that stop in Processing — either because the Supplier doesn't yet exist in Lightyear, or the extracted Supplier Name doesn't accurately match to any Lightyear Suppliers — you can create/select the Supplier from within Processing and Send to Approvals, but it will not automatically move the remaining documents for this Supplier through to Approvals.

In this case, the Supplier will automatically populate within Panel 2 of Processing against the remaining documents, but you will need to click Send to Approvals manually against each one.

Our immediate plans for future phases will aim to tackle the Customisable Results Set and Credit Notes gap, where we will aim to allow users to edit the extracted data and save this as a template for future use. Within this, it should also fix any gaps that still exist for the PO Number, WET Tax and Footer Field data that is missed.

We are investigating the ability to extract from Supplier Statements - in the meantime, you can continue to request Maps on these as normal.

While in Lightyear, if you see any issues with the Smart Extracted data, you can click the Report Issue button within Panel 2 and this will send the document to our team to review.