Before you continue, please read the Layout article to learn about the different sections within the Edit Mode page as these will be referred to throughout.
While in Edit Mode, you'll see three different modes to extract your data:
Label/Value - used for the Header fields, identifies a field as a label and the relevant value next to it
Words - used for the Header fields, identifies a field as a value based on the location of it on the page
Tables - used for the Line Item fields, identifies a column header and automatically extracts the rows under it
Each have their own recommended use case and method of how to be used.
The example document used throughout this article can be found at the bottom of this article.
Label/Value
By default, this is the mode you'll land on when entering Edit Mode. On the right hand side, Panel 3 will highlight the available labels and values in teal.
As mentioned in the How to Use article, select the field in Panel 2 you want to extract or edit, then identify the value in Panel 3 you want to extract into this field.
With Label/Value mode, Smart Extract+ is intelligent enough to know which is the Label and which is the Value. While both fields are highlighted, you can click either one - either the Label or Value - and we will automatically populate it in the correct field within the pop-over.
You can see this in action in the Sort field, I can click either the label of Sort:, or the value of 01 01 01 and the pop-over will be correct. Click Confirm to use the extraction and continue on with Edit Mode as normal.
Important Information
As Label/Value uses the Label to identity where on the page to find the Value, if the label changes in any way, it may not extract correctly on future documents.
For example, if you have used Bill Number: as your label, if a future document has any of the below changes, or it moves about the page, it may not be extracted and you'll need to go into Edit Mode to update the extraction on future documents
Bill Number :
Bill No.
Bill #
Invoice Number:
Bills vs Credit Notes
For the Suppliers where you receive both Bills and Credit Notes, the Bill Number/Credit Note Number will be saved in the same field within Lightyear.
This means when you receive a Bill, use Edit Mode to change the Bill Number to a label, e.g., Bill Number. When you receive the Credit Note, the label may be Credit Note Number, and may not extract.
In this scenario, as the Label is changing depending on the document type, it may be best to use Words mode, providing the location of the text is consistent across both document types.
Words
For anything Smart Extract+ doesn't identify as a Label/Value, you can use the Words mode. This will highlight each individual word within Panel 3.
In the top right, this is where the Click to Select/Drag options become useful. If you want to use a one word value for your extraction, you can stick to the Click to Select option. If you want to extract multiple words/sentences, you need to use the Drag option.
More information about Drag can be found here.
Words and Label/Value are largely the same in terms of what you can use it for, i.e., they're both for Header fields.
What makes Words different in terms of how you use it, is only the Value is important, you don't need to worry about what the Label is. For example, using the Sort/BSB/Routing field, in Label/Value it doesn't matter which you click, Sort or 01 01 01. In Words mode, you should only click the one that you want to be extracted each time, in this case it is the 01 01 01 value.
On this document they are individual words, so I have used the Drag option to extract the correct value. This will populate into the pop-over with the Value displayed, as well as being entered into the Sort/BSB/Routing field in Panel 2 once you click Confirm.
Important Information
It is important to note that as the Words mode doesn't use a label, it's more volatile and is susceptible to being extracted incorrectly on future documents.
For example, if you use it to extract a Bank Account Number that is located at the bottom of the document after the line items, this can sometimes move around depending on how many lines there are.
In this example, there are five line items, and the Bank Account Number is located below them (highlighted in red). If the next document received has three lines, the Bank Account Number will move up on the page, if there are ten lines, the Bank Account number will move down the page (highlighted in green).
Words mode will look at the exact positioning of the extracted value and look here in on future documents. If the extracted value isn't in the same place, we will still look here and extract what's in it's place.
If this happens, you can go into Edit Mode again and try a different mode or re-select the data correctly.
Tables
Tables mode is the only way to change the extraction of your Line Items.
By default, Smart Extract+ has made it's best guess at extracting which columns it thinks are the Line Items fields. This default extraction goes beyond looking at the column header names and uses additional smarts to figure out which field is which.
In comparison, using Tables mode will only look at the column header names and extract what is below in each of the rows. Because of this, the results extracted may not be what you expect, so pay close attention to what's extracted.
When you click into Tables, you'll see the number of fields highlighted in Panel 3 reduced to only show what Smart Extract+ has identified as a table.
Similar to how you use the Label/Value mode, you can select in either Panel 2 or Panel 3, clicking the relevant column header name on the document and match it to the relevant Line Item column. Smart Extract+ will do the rest of the work to figure out which rows to extract under this.
Please Note: You can only click the header of the Line Items, i.e., the word Product Code, Description, etc., clicking the data in the rows individually will highlight where exactly these have been extracted from on the document.
When it comes to extracting the Unit Price and Line Amount fields, you can switch between Exclusive or Inclusive of tax. By default, this will be set to Exclusive, but can be changed to Inclusive by clicking the dropdown menu in the pop-over and changing the field used.
If the document has no tax, you can use either of these options. As long as the Total Tax on the document has been extracted as 0.00, or not extracted at all, we won't apply any Tax Rates to the lines.
Something new in this area is the ability to extract the Taxed column, allowing you to further enhance the automation around which Tax Rate is selected depending on what's extracted in the Line Items. Further information about this can be found here.
Important Information
Stopping Extraction Across Sections
If a document has multiple Table sections, with similarly named header columns, it isn't possible to distinguish between each section to say which is required for extraction.
In this scenario it is best to either leave the extraction as the Smart Extract+ default extraction, use a different header column that is unique, or request a map for this document.
Missing Rows
There are a number of reasons why Smart Extract+ may not extract a row from a document. It is best you contact our Support Team and they can take a deeper look into the extraction to see what's being extracted.
No Column Names
If you have a document that doesn't have any headers with column names to indicate where the lines start, you will not be able to effectively use Tables Mode within Edit Mode. To get the correct extraction for your documents, you may need to use a Map.
What's Next?
We touched on Select vs Drag within the Words section. When you're new to Click to Drag, it may be difficult to get your head around it, so we'll discuss it in more detail and what to do and what not to do.