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Tips and Tricks for Improving Supplier Extraction with Inspyrus Invoice Automation

Tips and Tricks for Inspyrus

Tips and Tricks for Improving Supplier Extraction with Inspyrus Invoice Automation

By: Karla Broadrick | Technical Architect

The Inspyrus Invoice Automation solution utilizes WebCenter Forms Recognition (WFR) to identify the supplier on an invoice. WFR extracts the supplier by identifying all of the addresses on the invoice image. It then uses a fuzzy matching algorithm to compare the addresses on the invoice to those in the supplier pool generated from the ERP vendor data.

If WFR is able to confidentially identify the vendor associated with the invoice, it will be identified in the Inspyrus UI with no further verification needed by the end user. If, however, WFR is not confident it has identified the correct vendor, the end user will be required to review and validate or correct the chosen vendor in the Inspyrus UI.

In many years of implementing this tool, supplier extraction is consistently one of the most common reasons an invoice must be corrected. Fortunately, there is usually an explanation for the issue that can be resolved. In this article, we explore tips and tricks to diagnose and correct supplier extraction failures.

1. Poor Image quality

Image quality is critical to successful extraction of any field in WFR. If the Optical Character Recognition (OCR) fails to recognize the text of the vendor address correctly, this can cause the supplier to not be recognized. Image quality issues can usually be addressed by enforcing the following guidelines for images: images should be 300 dpi, black and white (not greyscale). They should be original images (not copies of previously printed images or electronically printed images). They should contain little to no handwriting.

2. Duplicate Supplier Addresses

In the ERP, there are multiple entries of the same address across different suppliers, supplier sites, and/or operating units. WFR is unable to distinguish which address is the “correct” one since all addresses are the same. All addresses are assigned the same confidence level and they system is unable to determine which should be chosen. In this case, supplier maintenance is needed to clean up supplier sites. Each supplier site should be a unique pay site address. Additionally, determining the operating unit at the point of ingestion can help with this issue.

3. Supplier Addresses too similar to the invoice Bill To or Ship To address

Typically the Bill To and Ship To addresses on an invoice are internal addresses. These are required to be excluded from the supplier pool that is used to processed general invoices. The query to the WFR view xx_ofr_suppliers_v should be modified so that ONLY external suppliers are included. Typically this is done by filtering on the vendor type and excluding those with a type of “Internal”. However, any criteria can be defined in the view. Often, supplier maintenance is needed to correctly categorize internal suppliers as such.

If Intercompany invoices are processed this will require additional configuration so that they are properly recognized.

4. ERP supplier address does not match the address on the invoice

The supplier address in the ERP system does not match any of the addresses listed by the vendor on the invoice (either in the header or the Remit To address). The best way to address this is to correct the address for the vendor in the ERP system so that it accurately reflects the invoice.

5. Remit to address is outside the address zone

This problem can be the most difficult to resolve.

OOTB, WFR only looks at vendor addresses on the first page of the image. This cannot be changed, it is mandatory that the vendor address must be on the first page of the document. This means that the first page of the image must be the first page of the invoice. Any supporting documents such as shipping documents, etc should be (if at all possible) attached to the record directly in Inspyrus instead of emailed in with the invoice image. If they must be included in the same image as the invoice, they should be placed after the invoice.

In addition to the first page requirement, WFR only looks at preconfigured zones of the first page to identify the vendor address. It does not look at the entire page. OOTB, WFR looks at the top 25% and bottom 20% of the page. While it is possible to modify this zone, it is advised to do so with extreme caution. Changing these recommended settings can have unintended side effects across the larger sampling of vendor invoices.

6. Supplier name found in the ERP database is very different from that found on the invoice

The vendor extraction performs a “fuzzy match” against name and address information found in the ERP database against what is found on the invoice. However, if the supplier name is drastically different this can cause the extraction to fail to have enough confidence to extract a valid match. Updating the supplier name in the ERP to match the invoice should resolve this issue.

Learn more about Invoice Automation in the Cloud for Oracle ERP by signing up to attend a 30 minute TekTalk webinar hosted by TekStream Wednesday June 21st at 1:00 EST.

Having trouble identifying the cause of your supplier extraction issues? Contact TekStream for assistance.