What is Smart Extract+?
Smart Extract+ is Access Capture by Lightyear's next generation AI technology that extracts data in real time, with up to 15 seconds to wait per document, from Bills/Credit Notes/Receipts/Expenses. It's ideal for handwritten documents, poor quality scans, and documents where we don't have a map created already.
Please Note: With the latest release, Smart Extract+ can extract Lines, Service or Summary data.
Smart Extract+ has the ability to extract the following information:
Supplier Name
Bill Number
Bill Date
Due Date
Purchase Order Number
Product Code
Description
Quantity
Unit Price
Line Amount
Line Tax
Total Tax
Document Total
Depending on your choice between Line, Service or Summary as your Extraction Type, Smart Extract+ may extract different data within your line items section.
Line - includes all lines with Product Code, Description, Quantity, Unit Price, Line Amount and Tax where applicable
Service - includes all lines with Description, Line Amount and Tax where applicable
Summary - includes a single line with a default Description of Goods/Services and Tax where applicable
How do I use Smart Extract+?
There are a couple different methods for using Smart Extract+ within Access Capture by Lightyear:
Document Upload
Email
Within each of these, Smart Extract+ may be triggered automatically or manually, depending on your Auto Smart Extract setting.
Document Upload
If you are in Access Capture by Lightyear, you can click the Upload icon
in the Header Navigation Bar or button
in the Processing Tab.
You will see the Upload modal where you can select your document(s). Click Browse Files to find the document(s), or drag and drop the document(s) into the Upload modal.
From here you can select whether or not you want to use Smart Extract+ in the first column checkbox. Depending on what you have selected, you will see a number of Document Types to upload.
When Smart Extract is checked, you can choose between Bill, Credit Note, Receipt or Expense and then choose your Extraction Type between Line, Service or Summary.
Please Note: When uploading a Receipt or Expense, Smart Extract will be selected by default and cannot be unselected. Smart Extract+ is not available for Purchase Orders or Statements.
After clicking Upload, the document will appear in your Processing tab and will begin to Smart Extract.
When Smart Extract is not checked, you can choose between Bill, Credit Note, Receipt, Expense, Statement or Purchase Order. Depending on your Auto Smart Extract setting, a number of things may happen.
Automatically
When Auto Smart Extract is enabled in Company Settings, if you upload a document to Access Capture by Lightyear via the above method and don't check Smart Extract in the modal, Access Capture by Lightyear will look for a working map and if one is not found it will automatically trigger Smart Extract+ to extract your data.
Manual
When Auto Smart Extract is disabled in Company Settings, if you upload a document to Access Capture by Lightyear via the above method and don't check Smart Extract in the modal, Access Capture by Lightyear will look for a working map and if one is not found it will remain in Processing for you to trigger if and when you need.
In this scenario, you can select the document in Processing and, within Panel 2, click the Smart Extract button either within Doc Data tab.
This will trigger Smart Extract+ and your data will be extracted within seconds.
Automatically
More info coming soon!
Manual
More info coming soon!
What happens after I use Smart Extract+?
With every upload method, the documents will first appear in the Processing tab and begin to Smart Extract.
After completion, one of two things can happen.
If Smart Extract+ extracts all required fields, i.e. Bill Number, Bill Date and Document Total, and a Supplier Name which does match to a Access Capture by Lightyear Supplier within your account, the document will automatically move into Approvals with the extracted data.
There may be instances where the Extracted and Access Capture by Lightyear Supplier Names are different, and the document automatically moves into Approvals anyway.
If Smart Extract+ misses any of the required fields, doesn't get a Supplier Name, or does get a Supplier name but there is no matching Access Capture by Lightyear Supplier within your account, the document will remain in Processing with the extracted data within Doc Data > Smart Extract.
The missing required fields will be highlighted in yellow for you to manually enter.
If you're repeatedly seeing the same issues on documents, click the Report Issue button
to flag extraction issues to the Access Capture by Lightyear team. This will be a closed feedback loop to provide us with insights to the errors customers are seeing.
Switching Between Line, Service and Summary Extraction
When uploading via the Upload Modal, you can choose your Extraction Method within the dropdown. If you choose to Smart Extract after the document has already been uploaded, your Extraction Type will come from your Company Settings.
At any point when the Bill or Credit Note is in the Processing Tab, you can change the extraction type between any of the three types.
Supplier - Extraction Rules
When a document is extracted via Smart Extract+, whether the extracted Supplier Name automatically matches to a Access Capture by Lightyear Supplier or you need to manually tell it which Supplier it belongs to, it will be remembered in future to automatically flow through to Approvals.
Multiple Tax Rates
If you live within Europe, you will be familiar with the concept of having multiple tax rates to choose from depending on the items you're purchasing e.g. Ireland will have a 0%, 9%, 13.5% and 23%, UK has 0%, 5% and 20%, etc.
Smart Extracted documents can apply these rates automatically, providing you have entered the correct Tax Indicator against your Company or Supplier.
FAQs
Where can I see the Maps related to my Smart Extracted documents?
Smart Extract+ extracts your data in real time, using our very own built-in logic to figure out which piece of data relates to which field within Access Capture by Lightyear.
So the simple answer is, you can't, there are no maps!
Why isn't my document Automatically Smart Extracting?
If you have uploaded a document and it's not automatically Smart Extracting, there will be one of two reasons.
Map - if there is a working Map for any of your documents, this will apply/suggest first and will not automatically Smart Extract. You can manually trigger it by clicking Smart Extract in Processing.
Auto Smart Extract - the setting to automatically Smart Extract has been disabled within your Access Capture by Lightyear account. Head over to Company Settings and enable this
Why has my document disappeared from Processing?
When Smart Extract finds a Access Capture by Lightyear Supplier matching to the extracted Supplier Name, and all required fields have been extracted, the document will automatically move through to the Approvals tab.
What Type of documents can I use Smart Extract+ for?
Bills, Credit Notes, Receipts and Expenses.
Purchase Orders and Statements cannot be Smart Extracted.
Why is my document appearing as Manual Entry only?
If you are seeing the manual entry icon
in Panel 1 there will have been an issue with the Smart Extraction.
Be sure to check in Activity to see the error message - the most common issue will be related to the number of pages. Smart Extract+ has an upper limit of 20 pages currently, anything higher than this will fail.