Process documents

This function is part of the AP Automation process that uses Sage AI to scan documents and return results mapped to existing Sage X3 values. It describes how to process documents that you saved to your desktop or server.

See the documentation on Get emails to process attachments sent directly to the AI service via the AP Automated email.

After documents are scanned, you can continue with e-invoicing functionality to review and update mapped values as needed. Finally, you can generate the purchasing and/or supplier BP e-invoices in Sage X3.

Process saved documents

These steps describe how to process document saved to your computer or a server.

 

Create a record

This creates a unique record to connect with the Sage AI service for scanning documents.

1. Select New.
2. In the Company field, select the company for the document you want to process. Only companies that are registered with the service display in the selection window.
3. In the File block, select the file location to upload the document:
   • Client: You select the file after you create the record
   • Server: In the Directory field, browse to and select the file.
4. In the Mapping block, the standard script delivered by default is used.
5. Select Create. The Record no. is created.

Upload a document and scan

After creating the record for a company, you need to upload a document from that company.

1. Select Upload.
2. Browse to where you have a copy of the document saved.

After the document is upload, you see some preliminary data on the Response tab:

• The Process ID displays a value. This ID could be requested if you contact support.
• There is an initial response from the AI service.

3. Select Scan to send the uploaded document to the AI service which scans and returns values. See the next section to understand the results.

Review the results

After the document, either uploaded or from an email, is scanned, the record displays data retrieved from the original document.

On the Document, Supplier, Recipient, and Amounts tabs, you can see the values retrieved for each field. If no matching information was found the field is empty.

Next to each field, the accuracy level displays as a percentage. The accuracy refers to the confidence level of the correct value scanned and retrieved from the original document. When the E-invoice field is true, it means an XML file was scanned. In this case, the accuracy is always 100% or empty if the field value is also empty. For other file types, like PDFs or PNGs, the accuracy can be less than 100%.

You can send feedback to the AI model to improve results.

Response tab

This tab displays technical data received from the Sage AI service. This information does not display on the final e-invoice generated in the next steps.

The Process ID is a unique identifier for the transaction and could be requested if you contact support.

Origin indicates whether the document was uploaded, API, or retrieved from the AP Automation emai.

E-invoice is true when an XML document is uploaded.

The Sender email is your supplier and the Recipient email is the AP Automation email sent to the service.

Company values tab

These fields display current information for the company associated with this record.

Screen management

• Header tab
• File tab
• Mapping tab
• Document tab
• Supplier tab
• Recipient tab
• Amounts tab
• Response tab
• Company values tab

Header tab

File tab

Mapping tab

Document tab

For each value return by the AI, there is a corresponding Accuracy field that displays the confidence level for the value scanned and retrieved from the original document. If a value is not found, both fields are empty.

For XML files, the confidence level is always 100% accurate.

Supplier tab

For each value return by the AI, there is an Accuracy field that displays the confidence level for the value scanned and retrieved from the original document. If a value is not found, both fields are empty.

For XML files, the confidence level is always 100% accurate.

Recipient tab

For each value return by the AI, there is an Accuracy field that displays the confidence level for the value scanned and retrieved from the original document. If a value is not found, both fields are empty.

For XML files, the confidence level is always 100% accurate.

Amounts tab

For each value return by the AI, there is an Accuracy field that displays the confidence level for the value scanned and retrieved from the original document. For XML files, the confidence level is always 100% accurate.

Response tab

This tab displays technical data received from the Sage AI service. This information does not display on the final e-invoice generated in the next steps.

Company values tab

These fields display current information for the company associated with this record and cannot be modified here.

Specific buttons

Upload	Use this action to upload a document to be processed.
Scan	Use this action to send unprocessed documents to be scanned by the AI service.
Download	Use this action to download the original attachments that were sent to the AP Automation email.