Editing an Automatically Generated Draft Invoice

For automatically generated draft invoices, unless this automatically submitted, you will need to do some editing. Refer to the stages described in AP Automation.

While an automatically generated draft invoice is processing, it has the status Metadata Being Processed.

To open an automatically generated Draft Invoice, click on the File Name.

Identify Draft Invoices that were automatically generated by those missing the Owner field.

The Draft Invoices > [File Name] page opens.

The page is divided into two panels.

On the left panel is the Draft Invoice, which may already have several fields populated.

On the right panel is a preview of the original Invoice PDF file.

If there are no errors or warnings, the Draft Invoice needs no further editing or validation.

If the file is still being processed, you will see the status Metadata Being Processed.

View Example of Draft Invoice with No Issues

For Draft Invoices with warnings or errors, edit the Draft Invoice until it is ready for submission. Refer to the Invoice PDF on the right, when making updates.

After a Draft Invoice has been updated, it can no longer be auto-submitted.

View Example

How Fields are Auto-Populated

Each field on the Draft Invoice has its own OCR Settings that determine whether the field is auto-populated, based on the confidence of the current data. The OCR Settings for Draft Invoice fields are maintained in Company Settings.

Read about Group OCR Suggestions in OCR Settings to see how ARM populates fields.

For Vendors that have Never Use a PO as their Automation Matching Requirements (see Matching Requirements) each invoice line is read in as a Misc line, and there is neither a PO Number nor a Packing Slip on the header.

Additional logic used for auto-populating or defaulting various fields is listed below:

Terms Code

The Terms Code field is populated in order of precedence by:

OCR Terms Code: The OCR Terms Code is used, provided this is a valid Terms Code and the confidence threshold is above the low threshold setting for the Terms Code field.

Default from Purchase Order: If the Draft Invoices contains receipt lines and all receipt lines are for the same PO.
Default from Supplier: Uses the Supplier/Vendor Terms Code.
Default from Company Settings: The Company Setting for Terms Code is used, if available.
Blank: An error is raised and the User must enter a Terms Code to dismiss the error.

Due Date

The Due Date field is populated in order of precedence by:

OCR Due Date: The OCR Due Date is used, provided the confidence is above the low threshold setting for the Due Date field.

Terms Code: The Due Date is calculated from the Invoice Date and the number of days from the terms.
Blank: The User enters a value.

Currency

The Currency field is populated with the Vendor’s Currency.

Editing the Draft Invoice (Left Panel)

Evaluate the warnings and errors when editing the Draft Invoice values and use the original invoice PDF, on the right panel, as a reference.

Some of the fields just need checking: for example, if there is a warning, it may be that there are other available options. Your role here is to check that the automatically populated field was correctly chosen, and update it if necessary.

See how to edit a manually captured Draft Invoice. You can edit the automatically generated Draft Invoice following the same instructions. See Capture and Save the Draft Invoice.

Below are some techniques used for editing the Draft Invoice:

Action/Feature	Purpose	Example
Highlight fields on the Original Draft Invoice.	Hover over the fields in the Draft Invoice to see their originating fields in the Invoice PDF.	Figure 1 and Figure 2
Select from edit drop-down list to match source data.	When more than one source field option is available, you can select an alternative value from a drop-down list after clicking the edit button for a field. As you hover over a list item, the source field is highlighted by a red box in the Invoice PDF.	Figure 3
Selected value must match a value from the drop-down list, for certain fields.	Some values, for example Terms Code, must match a value from their drop-down list. You can reference the source value, but the actual selected value must be from the drop-down list.	Figure 4
Zoom and pan the Invoice PDF.	When checking fields on the Invoice PDF, rotate the wheel button on your mouse to zoom in or out. After zooming in, you can also drag the mouse to move the image to focus in on certain fields.	Figure 5
Pop-out	Click the Pop-out button on the Document Panel, to open the Document Panel in a new window in the browser. The Draft Invoice panel fills the original window.	Figure 6
Read warning on the header.	To read warnings on the Draft Invoice header, click the Warn label. The warning messages are listed in a box.	Figure 7
Download and view the metadata file.	The metadata file shows each field on the Invoice PDF, with its data value, confidence value, and the pixel coordinates of the rectangle outlining the field. To view the metadata file, click the Download original metadata file on the menu bar, then open the json file from the Downloads folder, by dragging and dropping into the browser.	Figure 8 and Figure 9 and Figure 10
Toggle Document Panel button	Click the Toggle document panel button on the Menu Bar to hide the Document Panel, maximizing the Draft Invoice panel. Click the toggle button again to show the Document Panel.	Figure 11
Choosing a different value from the Original Draft Invoice	Select a different value from the Original Draft Invoice on the right-hand panel by comparing what is highlighted in red, then selecting from the drop-down list of available options.	See example in Figure 12, Figure 13, Figure 14, Figure 15.
You can choose a different value using the search option, or a drop-down list.	For example, select the Vendor using the Vendor search button, or select a new Terms Code from the Terms Code drop-down. Here, you are selecting an ARM value, not a value from the scanned Invoice document.	See examples in Figure 16 (select a Vendor), and Figure 17 (select a Terms Code).
NOTE: When you select a different value, this may raise a new validation warning or error.	In the example shown here: selecting a new Terms Code causes a warning, because the Due Date is different from what it should be.	See Figure 18.
Switching Columns	For some of the fields in the line items, you can switch the whole column if the pre-selected column is incorrect. Look at the original document to see which column should be swapped (Figure 19). Click the edit button next to the column header, to show the different options in a drop-down list, then select an alternative column from the drop-down list (Figure 20). After the column is switched, refer again to the original document to check that this looks correct now (Figure 21).	Figure 19, Figure 20, Figure 21

Action/Feature

Purpose

Example

Highlight fields on the Original Draft Invoice.

Hover over the fields in the Draft Invoice to see their originating fields in the Invoice PDF.

Figure 1 and

Figure 2

Select from EditDraftInvoiceBtn edit drop-down list to match source data.

When more than one source field option is available, you can select an alternative value from a drop-down list after clicking the EditDraftInvoiceBtn edit button for a field. As you hover over a list item, the source field is highlighted by a red box in the Invoice PDF.

Figure 3

Selected value must match a value from the drop-down list, for certain fields.

Some values, for example Terms Code, must match a value from their drop-down list. You can reference the source value, but the actual selected value must be from the drop-down list.

Figure 4

Zoom and pan the Invoice PDF.

When checking fields on the Invoice PDF, rotate the wheel button on your mouse to zoom in or out. After zooming in, you can also drag the mouse to move the image to focus in on certain fields.

Figure 5

Pop-out

Click the Pop-out button on the Document Panel, to open the Document Panel in a new window in the browser. The Draft Invoice panel fills the original window.

PopOutBtn

Figure 6

Read warning on the header.

To read warnings on the Draft Invoice header, click the Warn label. The warning messages are listed in a box.

Figure 7

Download and view the metadata file.

The metadata file shows each field on the Invoice PDF, with its data value, confidence value, and the pixel coordinates of the rectangle outlining the field. To view the metadata file, click the DownloadMetadata Download original metadata file on the menu bar, then open the json file from the Downloads folder, by dragging and dropping into the browser.

Figure 8 and

Figure 9 and

Figure 10

Toggle Document Panel button

Click the Toggle document panel ToggleDocumentPanelBtn button on the Menu Bar to hide the Document Panel, maximizing the Draft Invoice panel. Click the toggle button again to show the Document Panel.

Figure 11

Choosing a different value from the Original Draft Invoice

Select a different value from the Original Draft Invoice on the right-hand panel by comparing what is highlighted in red, then selecting from the drop-down list of available options.

See example in Figure 12, Figure 13, Figure 14, Figure 15.

You can choose a different value using the search option, or a drop-down list.

For example, select the Vendor using the Vendor search button, or select a new Terms Code from the Terms Code drop-down.

Here, you are selecting an ARM value, not a value from the scanned Invoice document.

See examples in Figure 16 (select a Vendor), and Figure 17 (select a Terms Code).

NOTE: When you select a different value, this may raise a new validation warning or error.

In the example shown here: selecting a new Terms Code causes a warning, because the Due Date is different from what it should be.

See Figure 18.

Switching Columns

For some of the fields in the line items, you can switch the whole column if the pre-selected column is incorrect.

Look at the original document to see which column should be swapped (Figure 19).
Click the edit button next to the column header, to show the different options in a drop-down list, then select an alternative column from the drop-down list (Figure 20).
After the column is switched, refer again to the original document to check that this looks correct now (Figure 21).

Figure 19, Figure 20, Figure 21

View Table of Figures

Figure 1: Hover Over Draft Invoice Fields on Header

HoverOverInvoiceNumber

Figure 1: Magnified

HoverOverInvoiceNumberMagnified

Figure 2: Hover Over Draft Invoice Fields on Lines

LineField

Figure 2: Magnified

LineFieldMagnified

Figure 3: Choose Alternative Value from Drop-down List

ChooseAlternativeField

Figure 3: Magnified

ChooseAlternativeFieldMagnified

Figure 4: Terms Code closely matches the Source Data from the Invoice PDF.

UpdateTerms

Figure 5: An Invoice PDF shown close up and focused.

ZoomInToSeeTerms

Figure 6: Click the pop-out button.

PopoutInvoicePDF

Figure 7: The warning message here shows a low confidence level in the data.

TermsCodeConfidenceLevelIsLow

Figure 8: Download the original meatadata file.

DownloadOrigMetadataFile

Figure 9: Drag and drop the file into the browser.

DragAndDropIntoBrowser

Figure 10: View the metadata file.

MetaDataJSONfile

Figure 10: Magnified

MetaDataJSONfileDetailed

Figure 11: Click to hide/show the document panel.

ToggleDocumentPanel

Choosing a different value from the Original Draft Invoice

Figure 12: Inspecting the Invoice Number on the original document

InvoiceAmount

Figure 13: Finding an Alternative Invoice Total on the original document

FindAlternativeInvoiceTotal

Figure 14: Accepting a new Invoice Total

AcceptNewInvoiceTotal

Figure 15: The new Invoice Total is accepted

NewValueAccepted

Updating the Draft Invoice from Search options

Figure 16: Update the Vendor from the Vendor Search Options

UpdateVendor

Picking Terms Code From Drop-down List

Figure 17: Pick Terms Code from the Terms Code drop-down list, while comparing with the Terms on the original document

PickfromTheDropDownList

Figure 18: A new warning appears when the Due date is different from the derived Due Date for the selected Terms Code.

NewWarning

Switching Columns

Figure 19: Look at the original document to see which column should be swapped. Here we are considering swapping (1) out for (2)

ColSwap1

Figure 20: Select an alternative column

ColSwap2

Figure 21: Refer to original after column is switched

ColSwap3

Deleting a Draft Invoice

To delete the Draft Invoice, see Delete Draft Invoices.