Smart Extract+ - Footer Fields
Because of how many variations of footer fields that exist across documents, Smart Extract+ needs to do some extra smarts to figure out which fields belong where.
Out of the Box Fields
When a document is uploaded and Smart Extracted, the first time a Supplier is selected we will do a search for a variety of words/phrases in order to extract the footer fields that appear on the document.
Please Note: if a word/phrase appears within the line items, it will not be triggered. Only those found within the footer will trigger, i.e., around the area of the Tax/Total.
These will be flagged in a modal within the Processing Tab for you to Confirm.
After you confirm the label/fields you wish to extract moving forward, they will appear in the line items within of Processing, and save against the selected Supplier for future use.
If you don't want to use the options selected, or we've flagged something incorrectly, you can untick the In Use option.
Freight
The following words/phrases will be extracted from documents and added to the line items as a Freight line.
- Freight
- Shipping
- Carriage
- Delivery
Miscellaneous
The following words/phrases will be extracted from documents and added to the line items as a Miscellaneous line.
- Additional Charge
- Credit Card Fee
- Processing Fee
- Handling
- Admin Fee
Discount
The following words/phrases will be extracted from documents and added to the line items as a Discount line and displayed as a negative value.
- Discount
Please Note: if we extract a label with a value of 0.00, we'll save this against the supplier to search for the next time the document is received, however, 0.00 value lines won't be added to the line items.
Customised Fields
If we don't flag footer field details to you, that doesn't necessarily mean you're stuck. You can set up customised fields on a Supplier by Supplier basis.
Head over to your Supplier and click Extraction Rules > Smart Extract. Here, you'll see the option to + Custom Field.
You'll see a similar modal to the Processing tab, allowing you to enter the details you want to be flagged, along with selecting the field you want it to be entered into.
- Label: enter the word or phrase you want to extract.
- Treat As: in the drop down menu, select the field you want this to be entered as in Lightyear. For footer fields these are Freight, Miscellaneous and Discount.
- In Use: from this modal, you're probably always going to keep this checked, but in the case where you're preemptively adding labels that you don't want to extract, you can add it here and uncheck the box.
Why Are My Footer Fields Not Extracting?
Smart Extract+ extracts what we call a Label/Field Pairing, so there may be scenarios where it's not detecting the relevant fields as having a Label and Field value.
These may look like the following:
- The label being in another area of the document rather than the footer
- The label not being clearly presented with a total beside it
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