In addition to Bank Details and Footer Fields, there are a couple extra fields that can be extracted via Smart Extract+, but these require a little setting up first!
Adding a Custom Field
Please Note: if you want to extract a field on a document, the label will need to be added to each individual Supplier, as the way the label appears may vary from supplier to supplier, e.g., with different spelling, punctuation, etc.
Within Manage Suppliers, click Edit > Extraction Rules > Smart Extract.
Here you'll see a button to + Custom Field, which will display a modal. If you've used this for Bank Details or Footer Fields, it'll be familiar to you!
In the Label field, enter the label that appears on the document. This will need to be exactly as it appears, i.e., if the label is the below example, it will need to be added in as RS Order Ref. including the . at the end of the label. If you don't include this, it won't extract accurately.
Within the Treat As dropdown, you can select from the below Available Fields.
Available Fields
Customer Number
Available for all users, and extracted as instructed above.
Details
Only available for users connected to Sage 50.
Header Description
Only available for users connected to Access Financials and Access Dimensions.
Header Misc Ref
Available for all users, and extracted as instructed above.
Please Note: this is not the Line Item Misc Ref.
Purchase Order Number
Available for all users, and extracted as instructed above.
If we have extracted the Purchase Order Number as a different field, the value entered here will not apply. The hierarchy will use the field we have chosen to extract - this will be available to change in the near future.
Reference 3
Only available for users connected to WCBS.
Vendor Number
Available for all users, and extracted as instructed above.
Using Line Item Columns as the Label
Let's say for this example you want to use the Header Misc Ref to capture the first line of the Description on the document.
In the case where the line items only contain a single line, this can be done. The full description will be entered into the Header Misc Ref field (as far as the character limit allows).
In the case where there are multiple line items, this can be done but you will need to be conscious that all line item descriptions will be entered into the Header Misc Ref field (as far as the character limit allows).
This would look like the following:
Why Are My Fields Not Extracting?
Smart Extract+ extracts what we call a Label/Field Pairing, so there may be scenarios where it's not detecting the relevant fields as having a Label and Field value.
These may look like the following:
No clear label beside the field you want to extract
We've already extracted this field as a different value on the document, you will not be able to change it in this case
The field is written at the bottom of the document within the footer details
The label/field you want to use is written within a longer sentence, rather than a clear label/field pair
If you have any questions on why a specific field isn't extracting, reach out to our support team who can do some further analysis on the extraction of the document.