Smart Extract+ - Supplier Extraction Rules

Smart Extract+ - Supplier Extraction Rules

When a document is extracted via Smart Extract+, whether the extracted Supplier Name automatically matches to a Lightyear Supplier or you need to manually tell it which Supplier it belongs to, it will be remembered in future to automatically flow through to Approvals.

Extraction Rules

Lets say you have a Lightyear Supplier called ALM and you upload a bill to Lightyear for Smart Extract+.

Smart Extract+ will see the Australian Liquor Marketers (QLD) PTY. LTD. as the extracted Supplier Name and the bill will stop in Processing as it doesn't find a matching Lightyear Supplier. In this case, you'd go to the Supplier field and select ALM from the dropdown list, then click Send to Approvals.

When you do this, the extracted Supplier Name, along with the some other extracted values, will be remembered for future and any future uploaded documents that extract Australian Liquor Marketers (QLD) PTY. LTD. will automatically go to the ALM Lightyear Supplier.

Identifying Extraction Rules

We have decided a few key pieces of information that can be used to identify which Supplier is which. When extracted from a document and a Lightyear Supplier is selected, these will be saved for future use.
  1. Supplier Name
  2. ABN/VAT Number/GST Number
  3. IBAN

Viewing Extraction Rules

If you want to review which Extraction Rules have been applied to your Lightyear Suppliers, you can do so by going to Manage Suppliers > clicking the Edit pencil  > Extraction Rules > Smart Extract.

Here, you'll see a list of the above Extraction Rules that were extracted from the Supplier document.

Disabling or Deleting Extraction Rules

If you notice a document is repeatedly going to the incorrect Supplier, there are a couple of things you can do.

First, head back over to Manage Suppliers > Edit  > Extraction Rules > Smart Extract.

If you have accidentally selected the wrong Lightyear Supplier for a document, you can delete the Rule and it apply moving forward. If you send a document through to the Lightyear Supplier with the same piece of extracted data, it will populate in this table again.

In the example where the Supplier document has your ABN/VAT Number on the document, it will populate into this table, meaning other documents that also contain your ABN/VAT Number may incorrectly go to the wrong supplier. For this, you will want to untick the In Use field, which will keep the rule in the table but stop Lightyear from automatically matching it to the applicable Supplier.

Default Extraction Type

If you've read through our Smart Extract+ - Company Settings article you'll know about our Default Extraction Type setting.

You can enable this at either a Supplier or Company level. If the Supplier and Company settings are different, the Supplier will override what's in Company.

Default Extraction Type can be set as one of three options:
  1. Lines - each line on the document including Product Code, Description, Quantity, Unit Price and Amount, plus tax where relevant.
  2. Service - each line on the document including Description and Amount, plus tax where relevant.
  3. 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
  1. Have Auto Smart Extract set to No, and
    1. Upload a document with a suggested map and manually click the Smart Extract option within Processing Panel 2
  2. Have Auto Smart Extract set to Yes, and
    1. Upload a document with a suggested map and manually click the Smart Extract option within Processing Panel 2
    2. Upload a document without a suggested map and automatically trigger Smart Extract
    3. Email a document to your Lightyear account



      

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