Smart Extract+ - Statements
Uploading as a Statement
Within the Upload modal, you can select Statement from the Document Type dropdown. When this is selected, you will not be able to Smart Extract the document, as Smart Extract+ cannot extract the layout of a Statement.
Uploading as a Bill
In the scenario where you forget to select the Statement Document Type, and upload your document as a Bill, or you email the document to Lightyear as a Bill, we can detect when we think it might be a Statement instead.
As normal, upload or email your document as a Bill and click Smart Extract. There are two different ways we can detect if the document is a Statement once it finishes Smart Extracting.
If it contains any of the following words/phrases anywhere on the document:
- Statement Number
- Statement No
- Balance Forward
- Brought Forward
- Statement Date
- Statement of Account
If it contains the word statement and any of the following words/phrases within the table headers:
- Balance
- Debit
- Current
- Period 1
- Open Amount
For example, this would look something like the below statement as it has the word Statement along with Balance in the header of the table that contains the Statement information.
If a trigger is found on the document, we will flag them to you in a modal.
Please Note: If you don't see the modal, please ensure you have selected a Supplier first.
If you are happy what we're flagging to you does indicate the document is a Statement, you can keep the line(s) checked as In Use and click Confirm. Doing this will flip the Doc Type to Statement and change the extraction type to Primary extraction, meaning you'll need to request a Map. When you upload the same Supplier a second, third, forth time, it will automatically apply the map that was previously created
If we've flagged a more generic phrase that you know appears on the Bill or Credit Note too, e.g., some documents will say Tax Invoice/Statement for both the Statement and Bill, in this case you wouldn't want to use Statement as your trigger to flip the document type, as this will result in genuine Bills flipping to Statements incorrectly. Instead, you'd want to uncheck the In Use flag for the Statement line and ensure the other triggers only appear on the Statement side. If we haven't flagged one to you in the modal, you can go to your Supplier and add a Customised Trigger.
Customised Triggers
As mentioned above, if we don't automatically flag a trigger to you, that doesn't mean you're stuck, you can set up customised triggers on a Supplier by Supplier basis.
Head over to your Supplier and click Extraction Rules > Smart Extract. Here, you'll see the option to + Document Classification.
You'll see a similar modal to the Processing tab, allowing you to enter the details you want to be flagged.
- Value: enter the word or phrase you want to use to trigger documents uploaded as Bills to be flipped into Statements.
- Treat As: in the drop down menu, choose the document type you want Bills to flip to when the trigger has been found. Choose between Statement, Credit Note and Bill.
- In Use: from this modal, you're probably always going to keep this checked, but in the case where you're preemptively adding rules that you don't want to trigger, you can add it here and uncheck the box.
Warning: Ensure the Value isn't too generic, e.g., a single letter, number or symbol, or a word that will appear on both Bills, Credit Notes or Statements as this will result in all documents for this Supplier flipping to the incorrect Doc Type.In the scenario where you've set up customised triggers that have been found on one document, e.g., in the scenario you add
- Credit Note to flag as a Credit Note
- Invoice Number to flag as a Bill
- Statement Balance to flag as a Statement
The document will stop in Processing and display the modal like so:
As you are telling Lightyear to treat this one document as a Statement, Credit Note and Bill, when you click Confirm, you'll be stopped with a snackbar error saying you need to de-select one of the In Use flags against the different document types.
Here, you have some options:
- Untick Bill and Credit Note options
- Unticking both of these options will leave the document selected as a Statement. In this case you'll need to be careful you're not un-selecting a valid Credit Note option.
- Untick Statement and one of Bill/Credit Note options
- In the above example, untick the Statement line, plus either Invoice or Credit Note/Credit No to decide which type of document you want this to be classified as.
Only when you have one type of document selected as In Use can you proceed and click Confirm.
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