SpendMap User Guide (v16.2)

Field

Description of Options

Enable AI invoice scanning and importing?

•Check this box to enable the AI Invoice Approval feature as described above.

•By enabling this feature, you will incur usage fees beyond your regular SpendMap license or subscription.  Please contact your SpendMap Sales or Support representative for full details.

Match the customer on the invoice to our bill-to name?

•If enabled, SpendMap will compare the customer's name on the invoice to all bill-to names in the Cost Center Master File.

•Enabling this setting helps protect against receiving invoices for someone else (i.e. the supplier sent you the wrong invoice) but will also increase the chance that the invoice cannot be auto-matched, if the customer's name cannot be extracted from the invoice or if it cannot be matched to a bill-to name in SpendMap

•This option is enabled by default for added protection.

Consider invoice quantities?

•In order to auto-approve an invoice, SpendMap must find the applicable Purchase Order line item(s), by attempting to match the descriptions on the invoice, to the descriptions on the Purchase Order.

•When this setting is enabled, SpendMap will also check the invoice line item quantities as an additional verification that the correct PO line item was located but this can increase the chance the invoice cannot be matched, for example, if the units of measure differ between the PO and the invoice.

•This setting is disabled by default and can also be configured on a supplier-by-supplier basis in the [Accounts Payable] Tab of the Supplier Master File.

Enable support for freight charges in Totals?

•Check this box to enable AI matching of supplier invoices with freight charges in the totals/bottom section of the invoice documents, which requires additional AI resources and scans.  

•This does not need to be enabled to scan invoices with freight in the line item section, or invoices without freight charges.

•If you do not enable this setting and you receive an invoice from your supplier with freight in the invoice totals/bottom section, that invoice must be processed manually.

Attach supplier's invoice to the PO?

•If enabled, a copy of the supplier's invoice file (that was emailed to the system from the supplier) will be attached to the first line item on the PO in SpendMap.

Payment terms to consider?

•Select a default value for the Terms of Payment field when the terms are different on the PO and supplier's invoice.

•That is, do you want the supplier's Terms to override your Purchase Order's Terms?

•This setting can also be configured on a supplier-by-supplier basis in the [Accounts Payable] Tab of the Supplier Master File.

Invoice auto-processing option

•This setting determines which, if any, successfully AI-matched invoices require human review/approval in the Invoice Work Area before processing. You can specify the target user ID in the setting, below.

•This setting applies to invoices that the AI is able to match to your Purchase Orders.  When errors occur, such as a duplicate or illegible invoice, those invoices will always require human review.

•Select "Invoices require manual verification" to send all AI-matched invoices to the Work Area for human review before processing.  

oYou can also specify whether these invoices will be "on-hold" in the Work Area (i.e. you must remove the hold before processing), or if the invoices will be ready for processing in the Work Area.

•Alternatively, select "Auto-process invoices" to skip this manual review and allow SpendMap to fully process the AI-matched invoices, with no human review.

oWhen auto-processing AI-matched invoices, you can include or exclude Invoice Discrepancies.  That is, you may want to manually review Discrepancies before they are processed and sent for approval, while invoices that fall within the specified invoice discrepancy limit/tolerance might not need human review before processing.

oSeparately, SpendMap can optionally post an entry to the System Alert Log when invoices are auto-processed without human review, in case you want to review that activity after-the-fact.

•This setting can also be configured on a supplier-by-supplier basis in the [Accounts Payable] Tab of the Supplier Master File.

Invoice-to-PO matching option

•This setting determines how closely the line items on your suppliers' invoices must match the line items on your Purchase Orders in order for the AI to auto-match/approve the invoices.  You can enforce a "Strict" line-by-line comparison for maximum control, or you can allow more flexibility to increase the chance that an AI auto-match can be achieved and reduce the number of invoices that need manual review, albeit with less stringent controls. More...

•NOTE: Whenever possible, SpendMap will first attempt to make the preferred "Strict" line-by-line match, even if you have selected the Moderate or Lenient settings, and only if a Strict match is not possible based on the information on the invoice will it "fall back" to the more flexible "Moderate" or "Lenient" methods, per your selection here.

Details of each option

•This setting can also be configured on a supplier-by-supplier basis in the [Accounts Payable] Tab of the Supplier Master File.

User ID for manual invoice verification

•Enter a SpendMap user account to be used for;

oPer the "Invoice auto-processing option" setting above, this is the user whose Invoice Work Area will receive any invoices that need human review prior to processing.

oSpendMap will also use the Invoice Discrepancy limits/threshold of this user account, that is, the AI will not be permitted to exceed this user's amount of invoice discrepancy.

Minimum OCR data extraction confidence

•When the AI is analyzing the invoice and extracting the data elements, it does so with a confidence level.  Things like how clear the text is and how the data is represented on the invoice, will increase or decrease the confidence level.

•This setting is the minimum confidence level you require to allow the AI to process an invoice.  The higher the value, the less errors/failure will occur, but fewer invoices will be auto-matched successfully.

•The default is 80%.

Minimum text comparison confidence when identifying the supplier and customer

•Similar to the previous setting, once the AI scans the invoice and obtains the various data elements, it must use that data to find the correct Purchase Order in SpendMap.  Two important fields that are used to do this are the Supplier and Customer/buyer.  For example, the PO might be made out to "Acme Supplies Inc.", but the invoice comes in from "Acme Supplies Incorporated".

•This is the confidence level for Supplier and Customer fields.  The default is 85.

Minimum text comparison confidence when identifying item descriptions

•Similar to the previous setting, for comparing item descriptions on invoices to descriptions on POs.

•Default is 80%.

Minimum text comparison confidence for all other text on the invoice

•Same as previous settings, for all other text on the invoice, other than Supplier, Customer, and item descriptions.

•Default is 80%.

Time-out when scanning invoices

•Time-out in seconds when manually scanning/importing an invoice using the [Import] button in the Invoice Work Area.

Days to wait for receipts to be entered into SpendMap before failing to process the invoice

•If an invoice is received by the AI but the applicable receipt has not been posted yet (e.g. if the vendor's invoice arrives before the shipment, or the receipt processing is otherwise delayed), the AI auto-match attempt will fail because there is no receipt to match to.

•Specify the number of days that the AI will continue to attempt the match after the invoice is received, that is, how long it will wait for the receipt, before reporting the invoice as an error and delivering it to the Invoice Work Area for manual review.

•A higher number will mean less failed invoices that need to be reviewed manually, but might delay reporting of a legitimate "missing receipt".