Using COLLECTOR together with INVOICES provides improved functionality to automatically interpret XML invoices in various standard formats received by email or taken directly from a specified file folder. For those invoices that do not conform to a standard format or use one incorrectly (so that the fields are not found automatically), you can use the XML Mapper in Optimize to quickly map the XML values that need to be captured to the correct fields in the invoice. This results in a supplier-specific invoice definition that makes it possible to automatically process subsequent XML invoices from the same supplier.
Note: COLLECTOR must be installed separately. System requirements, the installation and configuration procedure, and other details are described in COLLECTOR help.
XML invoices for existing suppliers, where the XML values are not found or are incorrect, or in which additional fields need to be added, can be saved to Optimize from Verify so that the values can be mapped using the XML Mapper.
XML invoices from which the supplier cannot be extracted/identified are normally sent directly to Optimize. As a result of this, these invoices do not show up in Verify. If you want to be able to see these invoices in Verify, you can stop COLLECTOR from automatically sending them directly to Optimize.
(See an illustration of the workflow in a separate window).
COLLECTOR (6-4 or later):
Receives XML invoices as attachments to email or gets them directly from a specified folder. If email is used, invoices that are XML or image based can be processed in the same job.
Creates a new version of the XML invoice that INVOICES can recognize (.sxml is added to the file name before the .xml ending to differentiate it from the original file) and puts it in the folder specified for identified/processed invoices. Example:
Analyzes the document structure and matches it to the supplier-specific logic on how data is to be extracted.
Extracts data from the XML based on rules and learning activities.
Validates the extracted data.
Generates a realistic-looking PDF image of the XML invoice based on the information from the XML file and puts it in the same folder as the original and transformed files mentioned in step 2 above. The file has the same name as the original XML file except that the ending is changed to .pdf. Example:
This image is used to view the invoice in Verify.
When the job starts, INVOICES first checks the database to see if there are XML invoice definitions that have been optimized. Invoices associated with these are reinterpreted first.
Unlike scanned invoices or imported images, there is no actual interpretation of XML invoices. Instead, the Interpret module simply extracts the data from the XML files, which is then ready to be verified. (More info.)
In Verify, you verify XML invoices as normal, correcting values as necessary. XML invoices look similar to scanned invoices. However, they are for display purposes only; no field rectangles are drawn on the image, nor is it possible to draw on the image yourself. Another difference is that suppliers/buyers cannot be adjusted in Verify. If this needs to be done, the invoice needs to be Saved to Optimize using the Invoice menu option. (More info.)
In addition, only those fields, for which values are found in the XML code of an XML invoice, are displayed in the image.
#DocRef, #ImageRef, and #CertRef
#Imagefile, #Imagefile2, and #Pages
The reference files are moved as specified in the Transfer job.
Invoice definitions can be optimized using the XML Mapper. The COLLECTOR job can be configured to automatically save invoices that cannot be identified to Optimize. (More info.)
XML invoices: Preparing for production
Best practices for optimizing XML invoices
How XML invoices are matched to suppliers and buyers in connection with master data
Maintaining XML invoices and invoice definitions: Overview
Moving the processing of XML invoices from a test system to a production system
Including additional information in the XML invoice image