ften when documents are sent to you from your supplier, the ordering of pages and formatting of the documents is out of your control. You may receive an email from your supplier with one PDF containing 20 pages, but this could be 10 separate bills for you to split out. On the other hand, you may receive an email with 10 separate PDFs, this could be made up of individual pages of the same singular bill, this would then need to be grouped in the correct order to allow for the correct extraction.

Access Capture by Lightyear handles the challenges of Splitting, Grouping and Re-ordering documents in the following manner.

In the example where you have one PDF document containing multiple bills, you'll need to split these into the individual documents. There are two ways to do this, depending on the number of pages within the document.

While your document is in Processing, Click More - Split Pages

This will take you to a new page, with each individual page of the document displayed on the left, and the regular document image panel displayed on the right.

In the split screen there is an option to Split after Every number of pages which is useful in circumstances where the document consists of a group of invoices and each invoice is the same number of pages. In the example below there are 10 pages and each invoice is 2 pages, so you could Split after every 2 pages. The split option introduces the scissor image which highlights where the split will be.

More commonly the Document being processed will contain images of different lengths and in that case a custom split will be needed by manually selecting where the break should be and clicking on the blue scissors icon to indicate where you want the splits to be. Here is an example where the document contains 3 invoices of 2,3 and 5 pages respectively. The green save button will change to reflect the number of splits and should be clicked to confirm the split.

Grouping can be useful in two scenarios.

1) Where the pages of a single document have been emailed/uploaded to Access Capture by Lightyear as individual documents, in order to extract the correct data, you need to group these together.

2) Where you have your invoice to be extracted, along with some supporting documents you want to add to it, such as job sheets, an email chain with additional details, a delivery note, etc.

Warning: when grouping documents together, depending on the layout of the additional pages, these may be picked up during extraction and skew your tax/total values.

In Processing find the row of documents that have been emailed in together, indicated when the Qty column is greater than one. Or, use the bulk select options to choose multiple uploaded/emailed documents. Click More - Group & Reorder and you'll be directed to an overview of the documents.

The Group & Edit page will display the first page of each individual document, along with the number of pages within each. Here you have the ability to reorder the documents by clicking and dragging them to the order you want. Once you're happy with the new order, you can click Group.

A useful feature of the Group & Edit is the ability to move documents you don't need to the end of the document and then split them into a separate document which you can then delete.

Sometimes when suppliers email documents to Access Capture by Lightyear, the pages appear in an order that isn't desired by the user. This is where reordering can come in handy!

If you have a multiple page document, or a recently grouped together/split apart document, you can make use of the Re-ordering feature.

Once your document is in Access Capture by Lightyear, in the processing frame you can click More - Reorder Pages.

Drag and drop the pages to the sequence required and click save.