Process documents

After you register your company with the Sage AI service, you can begin processing documents and extract data to create an invoice in Sage X3. You can upload different document types or process documents sent to the AP Automation email that was automatically generated when you registered your company.

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.

Open: Declarations > Sage Network > AP Automation > Process documents (GESSNAPINV)

  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 will 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.
  1. Select Create.
  2. If you selected Client in step 3, you need to browse to and upload the file from your computer. If not, continue to Scan the document.

The Record no. is created, and on the Response tab, there is a Process ID associated with the record.

Scan the document

In this step, the document you uploaded is sent to the Sage AI service to be scanned and mapped.

After you select Scan, you can see the results from the service in the various fields.

Process emailed documents

Documents sent to the AP Automation email, that was created when you registered your company, are processed using 2 different bulk actions to get and then scan documents.

Get emails

Open: Declarations > Sage Network > AP Automation > Get emails (SNAPGETEXT)

This step retrieves emails with attachments sent to the Sage AI service via the AP Automation email.

Define your criteria

  1. You can select all companies or a single company.
  2. If you selected All companies, you need to enter a legislation. Otherwise, the legislation displays for the selected company.
  3. You can enter a date range. For a single date, such as the current date, leave the End date field empty.
  4. When you select OK, the service returns all invoices that match your criteria and that have not yet been processed.
  5. When complete a record for each email retrieved is created in the Process documents function. You can review the records, but this is not required for the next step.

A log file displays when complete. You can also create a standard batch task for this process.

Scan emailed documents

Open: Declarations > Sage Network > AP Automation >Scan documents (SNAPGETRES)

The next step is to scan the documents. You can see each record in the Process documents function, where you can see that the Origin is email. Or, you proceed to scanning any documents not yet processed.

Define your criteria

  1. Select all companies or a single company.
  2. If you selected All companies, you need to enter a legislation. Otherwise, the legislation displays for the selected company.
  3. You can select all records or enter a specific Record no. You can find this number in the Process documents function.
  4. Select records created by all users or a single user.
  5. Enter a date range. For a single date, such as the current date, leave the End date field empty.
  6. Select Download to get the original attachments that were emailed to the Sage AI service.
  7. When the process is complete, you can review results in the Process documents function as described below.

A log file displays when complete. You can also create a standard batch task for this process.

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 for 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%. In a future release, the AI model will receive feedback from Sage X3 and, as it learns, the accuracy will improve.

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 email, email.

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.

Set up batch tasks

For each process, you can set up a batch task to run the process in the background. In Task management (GESABT), we deliver the two tasks below that can be used in Recurring task management (GESABA).

The recurring task codes are as follows:

SNAPGETEXT – AP automation get extractions: To get emails from the Sage AI service

SNAPGETRES – AP automation get results: To scan and map data from the Sage AI service