What is Edit Mode?
Smart Extract+ has a lot of built in logic that automatically identifies the fields you need to extract from your bills and credit notes, but when it comes to something that's out of the ordinary, e.g., a Purchase Order Number being labelled as a Reference field, it might not always extract what you need. This is where Edit Mode comes in, giving you full flexibility to extract the fields Smart Extract+ doesn't!
Along with giving the ability to edit and change existing field extraction, e.g., the Bill Number or Bill Date, you can extract from these fields:
Delivery Date
Shipping Date
Order Date
Customer #
Vendor #
Misc Ref (Header)
Reference 3 (WCBS Customers)
Detail (Sage 50 Customers)
Header Description (Access Financials/Dimensions Customers)
Product Code
Description
Quantity
Unit Price
Line Amount
Tax Amount
Taxed?
Subtotal
Tax
Total
By default you will see all these fields available to extract into, if you don't need them they can be ignored and left blank. If you only need Description and Line Amount for one document, but Product Codes and Quantities on another, your extraction type can be changed between Line Items/Service/Summary to give you the data you need at any given time.
How Do I Use Edit Mode?
As normal with Smart Extract+, you can upload your documents via a range of methods, found here. Once your document has uploaded and Smart Extract+ has been completed you will first need to select your Supplier from the dropdown.
Please Note: Edit Mode is only available in the Processing Tab. If your document automatically moves to Approvals, you'll need to move it back to Processing to make the changes.
If you don't have a Supplier selected, you'll see the Edit Mode button, but won't be able to click it.
Once you've selected your Supplier, click Edit Mode and you'll be redirected to a new page.
Within Edit Mode, there are multiple ways to extract the data from the document, which will be covered in other articles in more detail.
When Should I Use Edit Mode?
Edit Mode becomes most useful in a few scenarios:
When you have a field within the Header Section that hasn't been extracted because the field name/label isn't obvious, e.g., Your Order Number instead of PO Number
We've extracted a field that's usually what you'd want to be extracted, but in the case of a specific Supplier, you want something else, e.g., PO Number is there and extracted, but for this supplier you want to use Our Order Number
Smart Extract+ doesn't extract the field at all, e.g., within the Line Items, where Smart Extract+ completely misses the information, such as Product Code, Tax Amount, Taxed columns.
Ideally if you need to change a handful of fields, Edit Mode becomes really useful. If Smart Extract+ has completely mis-extracted your information, Edit Mode may not be what you need and a Map will be more accurate.
If you're not sure, you can reach out to our Support Team and they can assist with any questions.
What's Next?
Throughout these Edit Mode articles it's important to know the terminology being used so you can be confident in how to use Edit Mode for yourself.
Click here to learn about the Edit mode Page Layout.