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Workbench has partnered with an image recognition and processing service called Xtracta. This allows companies to train the interface to recognise fields in repeat supplier invoices resulting in time-saving automation for high volume purchasing. The image recognition ties in to Workbench's AP Voucher module, and as such they are often explained in tandem. Speak with your consultant if you believe this would benefit your business.

For the setup guide, please see Imaging Configuration.

Overview:

1. Supplier Sends AP invoices – Most AP invoices would be sent directly by suppliers to a Workbench client specific email address associated with the extraction service. Any other AP invoices received may be manually forward to the same email address to utilise this process.
2. Extract reads data – The extraction service will attempt to extract the data from the document and save its results. Validation rules are configured for a valid AP Invoice extraction.
3. Download AP invoice data – Routinely a process would download the AP invoice data and obtain the status of documents processed by the service.
4. Action – Based on the status obtained for each document, different actions will be required of the Workbench user. This action may be configured for automation for validated AP invoices.
5. Manual Error Management – An “Error” status indicates the document could not be processed e.g. the document is not a supported filetype. The user would acknowledge the errors and attempt offline resolution if required, such as contacting the supplier.
6. Manually correct rejections – A “Rejection” status indicates that the extracted data for the document failed the defined validations for whatever reason. The user will be presented with the document image, and the data extracted, and then take the corrective actions. These include indicating the correct location of data on the image, and correcting the data extracted. This step is complete when the validation rules pass.
7. Create AP voucher header – Whether automatically passed or with user intervention, a validated document is then used to create the respective AP voucher header, and unlike an AP invoice it will not reflect as costs on the job. The AP Invoice image is attached for reference.
8. Optional re-assignment – If the person notified has insufficient context for the voucher then it may be manually re-assigned to another person. The new person may code the voucher or make a re-assignment. There is no limit on the number of re-assignments.
9. Optional match and code – Optional matching and coding may be performed at this point for AP vouchers without any referenced PO. These are created as new vouchers and a reminder email may be configured as per (7).
10. Auto / manual workflow submit – Vouchers with a PO may be configured to auto submit; alternatively, manual intervention is required to determine the appropriate schema.
11. Execute workflow schema – The workflow schema is executed using the existing engine and screens updated for vouchers.
12. Next step – As defined by the workflow, the voucher is assigned to one or more configured individuals for review, and then final approval.
13. Decline – If the document is declined, the AP invoice must be managed manually, such as contacting the supplier for enquiry.
14. Send back – This is a standard outcome that reverts to the originator. This results in resolution actions then may include off-line activities such as contacting the supplier, or changes and a re-submission.
15. Approve – On approval the user is prompted for auto-batching. Beta release will only support auto batching.
16. Create AP invoice – Is auto batching, the (pre-approved) AP invoice is created from the AP voucher and auto batched.
17. No auto-batch – If not auto-batched the voucher is left in an approved state. A separate bulk batch process is then used to batch approved vouchers at a later stage. This is not available in version 1.

• This list displays the status of all image documents received, accessed from Purchasing – Image Documents.
  Image Modified
  
  
• The list provides entry to any remedial action for data extraction. There is no notification for rejected image documents as it is assumed that this is a significant role with a semi / dedicated user.
• The Usage chart depicts the number of document used from the current bundle and the balance available before top-up of the bundle is required. The email address is displayed for convenience.
• Various filters are available for the list, the default being any Rejected documents as these require attention to progress.
• Rejected documents display a [check] image link that displays the Image Document popup for extraction remedial actions.
• Validated image documents (currently only AP Invoices / credits) display a [view] document link that opens the voucher details popup. This has rows equivalent to the AP Vouchers List.
• A coloured indicator highlights those suppliers whose invoice format is anticipated to require training:
  • Red – Requires 3 or 4 further documents
  • Amber – Requires 2 further documents
  • Yellow – Requires 1 further documents
  • Clear – Should be fully trained
• The Refresh button gives you a view of the current state, instead of waiting for the scheduled downloader refresh.

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