Draw line-item fields

You can show Kofax AP Essentials where to find the fields by drawing boxes around the fields on the invoice image.

Sometimes when you verify an invoice with line items, the line-item table has missing fields or poor interpretation. When this happens, you can show AP Essentials where to find the fields by drawing boxes around the fields on the invoice image. Usually, you only have to draw boxes around the fields in the first row of the table, and the program can find the rest of the fields automatically.

If a line-item table has very poor interpretation, begin by deleting the entire table. To delete the table, select the first check box in the table to select all of the rows and click .
  1. Click in the line-item view. Note that each button in the line-item view represents a column on the invoice. The first button is automatically selected for you.
  2. Double-click the field value on the invoice that corresponds to the selected button. Alternatively, while holding down the CTRL key (Command key for Mac), you can click and drag the mouse to draw a box around the field value. A box appears around the field and the next field button is automatically selected for you.

    When drawing description fields (LIT_ArticleName), note that a Max rows setting appears. If descriptions from this supplier span multiple rows, use this setting to specify the maximum number of rows that you want to capture. Learn more about drawing description fields later in this topic.

  3. Repeat step 2 for each line-item field you want to capture. You can skip fields that do not appear on the invoice. If you make a mistake, simply click the button that corresponds to the field you want to correct, and draw it again.
  4. Click when you are done drawing boxes around the fields on the first row. The line-item table is interpreted immediately, and the results are displayed.

    If any rows are missing from the table, click again, and draw the missing row on the invoice image. The existing rows remain, and the new values are automatically interpreted and inserted in the table at the correct position. You can draw missing rows on any page of the invoice.

Draw descriptions in line-item tables

If you have items with long descriptions or descriptions that span multiple rows, you may need to help AP Essentials understand how to find the fields.

  • For long descriptions, simply draw a rectangle that extends to the entire width of the description column while pressing the CTRL key.

  • For descriptions that span multiple rows, you use the Max rows setting to specify the maximum number of rows that you want to capture in the description field. For example, selecting 3 captures up to three rows in the description. In this case, only the first three rows are captured in a description containing more than three rows. If you want to capture more than 9 rows in the description, select Unlimited to capture all rows in the description.

    When drawing the field, draw a box around the entire description while pressing the CTRL key.

    The Max rows setting is available for invoices and purchase orders. However, it is not available for remittance advices. In order to save the Max rows setting, users must have the Update online learning privilege and online learning cannot be locked for the current supplier/customer. However, if you change the Max rows setting and lock online learning during the same verification session, the Max rows setting is saved because both settings are saved simultaneously.

Draw sub-headers in line-item tables

Sometimes you receive invoices that combine several purchase orders in one line-item table. When this happens, you can simply draw a box around he first purchase order that appears in the table.

Draw line items with variable columns

Sometimes when you verify a document with line items, the line-item table has variable columns that can be difficult for AP Essentials to find on the first try. For example, a variable column can be a rebate field, where only some lines have a rebate value, resulting in only some rows being captured. In this case, all you need to do is draw a missing line on the invoice, so AP Essentials knows how to find it the next time the invoice is interpreted.

Capture partial values

When you draw line-item fields, you can capture partial text that is split by a slash, equals sign, or parentheses. This feature is available for invoices and purchase orders, but remittance advices are not supported.

Capture line-item amounts that split by slashes or equals signs

When you draw line-item amount fields, you can capture partial text that is split by a slash (/) or backslash (\). Note: this feature only applies to amount fields.

Consider this line-item price, where the price and unit appear together, split by a slash.

Price split

To capture the value to the left of the slash when drawing the line item, double-click the value to left of the slash. AP Essentials automatically captures the value to the left of the slash. In this case, 7.25 is captured and sent to the output.

Price split left

To capture the value to the right of the slash, double-click the value to right of the slash. AP Essentials automatically captures the value to the right of the slash. In this case, 1.00 is captured and sent to the output. Because this is an amount field, "box" is ignored.

Price split right

Alternatively, while holding down the CTRL key (Command key for Mac), you can click and drag the mouse to draw a box around the value you want to capture. If you accidentally draw a box that extends beyond the slash, as illustrated below, AP Essentials automatically detects the slash and captures the value to the left of the slash. In this case, 7.25 is captured and sent to the output. Even though additional characters are highlighted.

Price split off center

The examples above work the same for backslashes.

Handle values enclosed in parenthesis

AP Essentials handles parentheses differently, depending on whether you draw an amount field or a text field. For amount fields, AP Essentials ignores disturbing text that is found in parentheses. In the next example, 1.25 is captured and "(%25)" is ignored.

Price split

When drawing line-item text fields. you can capture the entire value, or you choose to ignore the value inside or outside the parentheses, depending on how you draw the field. In the next example, double-clicking the value in parentheses captures 5678 and ignores the remaining text. Conversely, you could draw around "1234" and ignore the value in parentheses.

Price split

Remove line-item capture

You can remove line items from documents and prevent line items from being captured on future documents from the same sender. To remove line-item capture from the current sender:

  1. While verifying a document in AP Essentials Office, select the first check box in the line-item table to select all of the rows and click .

    The entire table is deleted.

  2. Finish verifying the document.

    The next time a document from the same sender is processed, line items are not captured. If you want to resume line-item capture from this sender, simply draw the line-item table the next time you process a document from this sender.