AP Invoice Training - Tutor Perini · Vendor Invoice Training Process When an invoice is received from a known vendor, it can be easily and accurately scanned because the location

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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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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To start “training”…

Launch the Verify

application.

Select the Trainer queue…

The Verify Profile List

selection window will

be displayed.

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A list of batches/invoices is displayed

Select the batch/invoice that requires training …

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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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The center pane displays the actual scanned invoice

page.

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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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The training process is divided into two parts:

• Training of the Vendor number field

• Training of the invoice data fields

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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…


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.


The following related vendor information

fields will be automatically populated:

• Vendor Number

• Name of Vendor

• Country

• Creditor Street

• City

• Zip

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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’.

13


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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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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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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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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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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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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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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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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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.


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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

Documents

AP Invoice Training - Tutor Perini · Vendor Invoice Training Process When an invoice is received from a known vendor, it can be easily and accurately scanned because the location