Smart Extract+ - Processing
Processing is the area where your new Supplier documents will go when you first upload or email them into Lightyear. From here you can do a number of things, this article will focus on the Smart Extract side of things.
Please Note: If you want to find out more detailed information on Smart Extract+, Maps or Manual Entry, click the relevant option.
Processing Layout
Processing follows the same 3 Panel Layout as the rest of Lightyear, so if you're read our Lightyear Panels: Explained article, the experience will be consistent and familiar.
Panel 1
Panel 1 contains a list of the documents that have been emailed/uploaded to Processing. You can click through each of these to display more detail in both Panel 2 and 3.
Within this list view, you can see the method the document was sent to Lightyear i.e., upload, mobile or email, who sent it, when it was received to lightyear, the file type, the number of documents within the email and the subject of the email.
To the far right of Panel 1 there may be an icon, which details how the data has been extracted.
OCR - if your document is an image file, or a PDF that has been uploaded via a scanner, you may see the OCR icon here. This means we can attempt to Map it, or it can be switched to Smart Extract.
Smart Extract+ - if your document has triggered Smart Extract+ you'll see the Smart Extract+ icon here. Click into Panel 2 to see the extracted data.
- No Symbol - if you don't see any icon to the far right, this means we can attempt to map it or Smart Extract+ can be triggered.
Panel 2
Within Panel 2 there are two tabs, Doc Data and Activity. The Activity tab has information on who uploaded or emailed the document to Lightyear, the time this was done, and any notes that have been left on the document.
For both Doc Data tab, we refer to the two sections as Header and Line Item detail.
- Header detail - the information relating to the document overall, e.g., for a Bill this would be the Bill Number, Bill Date, Due Date, PO Number, Supplier Name, etc.
- Line Item detail - the individual items that have been purchased, e.g., Product Code, Description, Quantity, Unit Price, Amount, Tax, etc. for each line.
Doc Data
For this example, let's assume you've used Smart Extract+ and are viewing the extracted detail.
To the top left of the panel you'll see the options of Lines, Service and Summary. You can click through this to quickly and seamlessly change the type of extraction on the document.
- Line - includes all lines with Product Code, Description, Quantity, Unit Price, Line Amount and Tax where applicable.
- Service - includes all lines with Description, Line Amount and Tax where applicable.
- Summary - includes a single line with a default Description of Goods/Services and Tax where applicable.
To the top right you'll see the type of extraction you can choose between. If you're within the Smart Extract option, as below, it will be highlighted in blue.
From here you can click to move to Maps or Manual.
If you'd prefer to use the traditional method of searching for a map, there's two ways you can do this.
In the Maps tab there are two options:
- Find Map - search for an existing map using a Supplier Name or ABN/GST/VAT Number. If there's a map to use it will display in Panel 2, otherwise you can request a new map.
- Request Map - if you have already searched for a map and know it doesn't exist, you can click Request Map and it will shortcut you straight through to the modal to make a request.
Throughout Panel 2, you can also click Find Map in the top right to search for a map via the modal as mentioned above.
Where a map already exists and is working, clicking to the Maps tab will display and allow you to select it. If you would prefer a different extraction method, or something additionally mapped, you can Query 
it or go through Find Map > Request Map to request a new one.
Panel 3
The final panel is located to the right of both Panel 1 and 2.
Panel 3 is the easiest to understand as its purpose is to display the document which has been uploaded to Lightyear, making it easy to compare the extracted data in Panel 2 to the actual document.
Using Smart Extract
There are a couple different methods for using Smart Extract+ within Lightyear:
- Document Upload
- Email
- Mobile App
Within each of these, Smart Extract+ may be triggered automatically or manually, depending on your Auto Smart Extract setting.
With every upload method, the documents will first appear in the Processing tab and begin to Smart Extract if there's no map found, or when triggered manually.
After completion, one of two things can happen.
If Smart Extract+ extracts all required fields, i.e. Bill Number, Bill Date and Document Total, and a Supplier Name which does match to a Lightyear Supplier within your account, the document will automatically move into Approvals with the extracted data.
There may be instances where the Extracted and Lightyear Supplier Names are different, and the document automatically moves into Approvals anyway. Click here for more information on this feature.
If Smart Extract+ misses any of the required fields, doesn't get a Supplier Name, or does get a Supplier name but there is no matching Lightyear Supplier within your account, the document will remain in Processing with the extracted data within Doc Data > Smart Extract.
The missing required fields will be highlighted in yellow for you to manually enter.
If you're repeatedly seeing the same issues on documents, click the Report Issue button 
to flag extraction issues to the Lightyear team. This will be a closed feedback loop to provide us with insights to the errors customers are seeing.
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