AP Invoice Training
AP Invoice
Training
Vendor Invoice Training Process
When an invoice is received from a known vendor, it
can be easily and accurately scanned because the
location of the required information has already
been “learned” by the Canon IRISXtract Verify
application.
When a situation like this occurs, the Verify
application needs to be “trained” to
identify where this required information is
located on the invoice.
However, there may be cases where the
invoice from a vendor is new or has been
changed.
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Vendor Invoice Training Process
Training basically involves creating links
between the locations of specific
information on a scanned vendor invoice
to the corresponding field on the Verify application.
After these links have been defined (and
learned), all subsequent invoices from
this vendor can then be scanned and
automatically populate the Verify application.
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Vendor Invoice Training Process
To start “training”…
Launch the Verify
application.
Select the Trainer queue…
The Verify Profile List
selection window will
be displayed.
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Vendor Invoice Training Process
A list of batches/invoices is displayed
Select the batch/invoice that requires training …
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Vendor Invoice Training Process
The Invoice Training page is displayed and is divided into three panes:
The left pane identifies the invoice Sheet (within the associated
Document and Batch), which contains the data to be analyzed (trained).
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Vendor Invoice Training Process
The center pane displays the actual scanned invoice
page.
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Vendor Invoice Training Process
The right pane displays a standard Verify application form, with fields for various invoice data.
As part of training, data fields need to be properly identified to
ensure the correct invoice information is captured during the scanning process.
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Vendor Invoice Training Process
The training process is divided into two parts:
• Training of the Vendor number field
• Training of the invoice data fields
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Vendor Invoice Training Process
Before the first invoice data field can be trained, the Vendor
number must be verified:
Place the cursor in the Vendor number field and press the F4 key.
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To search for a Vendor number…
Vendor Invoice Training Process
Enter the search criteria (such as the
vendor name) and press Enter.
A list of similar known vendors is
displayed.
Select the appropriate vendor from
the list.
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NOTE: If the vendor cannot be found, the invoice requires further
investigation and should be escalated to a supervisor for resolution.
Vendor Invoice Training Process
The following related vendor information
fields will be automatically populated:
• Vendor Number
• Name of Vendor
• Country
• Creditor Street
• City
• Zip
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Vendor Invoice Training Process
To train this Vendor
number, press the F12
key.
A Dactylogram learning
confirmation screen is displayed.
Click Yes to confirm that you want to proceed with training for this Vendor number.
Note: A Dactylogram is a region (location) of a
document where the same text is always to be found. Dactylogram means ‘fingerprint’.
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Vendor Invoice Training Process
As part of the training process,
you need to mark a standard
reference area on the scanned
invoice and coordinate it to the
Dactylogram field.
Generally, the vendor name and
address is a good reference
area to mark on an invoice.
In the right pane, the Dactylogram field will already be selected.
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Vendor Invoice Training Process
Simultaneously, press
Shift and drag the mouse
over the area of the
invoice that contains the
data to be trained.
As the mouse is dragged, a
box will be drawn,
highlighting the area of the
scanned invoice to be
learned.
Release the mouse button when the box is completed and the
Dactylogram field will be automatically populated with the information
contained in the box.
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Vendor Invoice Training Process
Press the F12 key to “train”
(save) the connection between
the Verify application and the
highlighted area of the
scanned invoice.
A Dactylogram learned
confirmation screen is
displayed.
If the field information is correct, click OK to
confirm.
If the training did not produce the expected
results, it can be cancelled by pressing CTRL +
F12
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Vendor Invoice Training Process
After you have “trained” the Vendor
number to recognize the vendor invoice,
you need to verify that all remaining
applicable data has been extracted from the
invoice and is displayed accurately in the
corresponding data field.
If all applicable data fields are
populated correctly, no further
training is required.
If there are data fields that are empty,
but should be populated, then you need
to train that particular data field.
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Vendor Invoice Training Process
To train a data field, click on data field to ensure the cursor is in the
field.
If it is a data string, follow the same procedure as the Vendor
Number training by drawing a yellow box around the desired text.
Left click on the invoice
data to be trained
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Vendor Invoice Training Process
Press the F12 key to “train” (save) the connection between the
Verify application and the highlighted area of the scanned invoice.
A field trained confirmation screen is displayed.
If the field
information is
correct, click OK to
confirm.
If the training did not
produce expected
results, it can be
cancelled by pressing
CTRL + F12
Repeat this procedure for each data field that requires training.
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Vendor Invoice Training Process
When the training process is
complete, you can check the
results of the training:
Click Document > Reset
document results.
The Select document class list
menu is displayed on the right
side of the screen. Select the
Invoice (Context) option and
click OK.
The trained regions are re-applied and the
data fields will be refreshed using the newly
learned information.
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Vendor Invoice Training Process
The invoice is displayed again in the middle pane with the newly-
trained data fields populated in the right pane.
Data fields that did not require re-training will remain populated as
they were before.
Verify that all applicable data fields are populated correctly and no
further training is required.
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Vendor Invoice Training Process
To view a summary of what
data fields were trained on the
invoice:
Click View > Information > Training
A Training Information screen is
displayed, indicating which
fields were trained.
Click OK to exit.
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When the training process is
complete, you can select from the following options:
Invoices that are properly trained and
have been verified can be committed.
Click File > Commit Job.
Vendor Invoice Training Process
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If training is complete and the invoice
needs to return to the verification queue
to complete the verify process:
Click Edit > Send to AP