The Capture Supplier Invoice Data assistant is designed to automatically capture supplier invoice information, allowing users to create External Supplier Invoices in IFS Cloud. It leverages a combination of Optical Character Recognition (OCR) and Artificial Intelligence (AI) capabilities to process the data. The assistant supports PDF files as well as various image file formats, including JPG, JPEG and PNG.
Once the company parameter is enabled, the file upload option becomes available. Users can then upload a single invoice at a time, limited to supported formats such as .jpg, .png, .jpeg, and .pdf. If an unsupported file type is uploaded, an error message will appear.
When the user uploads the invoice file and clicks Next, the invoice data will get scanned and captured by the Machine Learning Model.
The model will capture the following data from header level of the supplier invoice; Company, Supplier, User ID, Invoice Number, Invoice Date, Due Date, Invoice Recipient, PO Reference, Gross Amount, Net Amount and Tax Amount.
The Next button gets enabled once the invoice data is captured and a valid file has been uploaded.
When the user clicks Next, the system sends the uploaded invoice to the Azure Invoice Model. This model scans and analyzes the invoice to extract key information from both the header and line items.
The extracted data includes fields like Company, Supplier, Invoice Number, Dates and Amounts.
This information is then processed and displayed back to the user in a structured format, allowing them to easily review and confirm the captured details before moving forward.
The user can review the captured data in this step. The captured data can be edited if required.
The edited data can be reverted to the originally captured data by clicking Revert Changes.
The Load ID will be displayed once the user completes the process.
When the user has completed the process, the invoice will get loaded to External Supplier Invoice Load Information via the E-Invoice flow.
The user can directly navigate to External Supplier Invoice Load Information by clicking External Supplier Invoice Load Information.
The uploaded invoice will be in the Loaded status.
As per the setup in the External Supplier Invoice Parameters page, the load information will get updated (as per existing solution).
The Finish button is enabled once invoice data capture is complete, a valid file is uploaded, and key fields like Identity, Invoice Number, and Currency have been filled.
When the user clicks Finish, the system gathers all the captured data and prepares it for final processing.
The information is structured and passed through a predefined flow that handles e-invoice processing. This includes packaging the invoice details and any attachments,and then sending everything through the system to officially load the invoice.
Validates the uploaded file's extension to ensure it is one of the supported types (png, jpg, jpeg, or pdf). Only files matching these formats are accepted for upload; all others are rejected with an appropriate error message.
Attempts to identify a matching supplier within the selected company by comparing the captured supplier name against existing supplier records. If no match is found, the captured value is used as a fallback to automatically convert to uppercase and truncate to a maximum of 20 characters and it is passed forward to be validated later by the e-invoice flow using the captured name.
Uses the extracted currency from the invoice only if the model's confidence score exceeds 80%. If the confidence score is lower, the system defaults to using the supplier’s predefined currency to ensure accuracy.