Edit Mode in Smart Extract+ gives you control over how your supplier documents are extracted. This article answers the most common questions about how Edit Mode works, what to expect, and how to get the best results.
Will Edit Mode remember my changes?
Yes, Edit Mode stores the changes you make against each supplier. When you upload the same supplier document multiple times, Smart Extract+ will apply your saved changes automatically.
đNote: If the structure of the document, or the data presented (for example, labels or column headers), changes from document to document, you may need to re-edit your data to make sure it is up to date and correct, the same way you would with a Map.
Why can't I click the Edit Mode button during processing?
Edit Mode requires a supplier to be linked to the document before you can access it. This ensures that any rules you save are stored against the correct supplier, and that existing rules are applied and displayed correctly before you make any new changes.
To get into Edit Mode, select a supplier from the dropdown menu in Panel 2.
Why can't I select data on my document in Edit Mode?
Edit Mode has three different modes to help you extract the correct data from your document:
Label/Value: Highlights what Smart Extract+ identifies as having a clear label and value beside it. Some content will not be included in this mode, such as sentences, long paragraphs, and line items.
Words: Highlights everything on the page, so you can select any data you need. If you cannot select the data you need in Label/Value mode, switch to Words mode.
Tables: Use this mode specifically for line items.
Why is my data changing between Edit Mode and Preview Data?
Lightyear has built-in verifications, calculations, and validations to ensure your data is stored correctly and exported accurately to your accountancy software. This can cause values to appear differently between Edit Mode and Preview Data.
Header fields
Header fields such as Sort/BSB/Routing, Bank Account Number, and PO Number have built-in validation to ensure your data is correct. For example, the Sort/BSB/Routing field is limited to 10 numeric characters. If you extract a 20-character value containing symbols and letters (for example, ABC123-456-789-00000), Preview Data will display only the numeric characters up to the limit (for example, 1234567890).
Line level fields
Lightyear applies calculations across line-level fields to ensure your supplier totals are accurate and match what your accountancy software will calculate.
For example, if you extract a Quantity of 5, a Unit Price of 10, and a Line Amount of 100, Lightyear will calculate the correct Line Amount as 50 (5 Ă 10). If you need the line total to be 100, extract the Quantity and Line Amount instead; note that this will update the Unit Price to the correct value of 20 to keep the calculations accurate.
If the total you extract does not match what Lightyear calculates from the line amounts and tax, Lightyear will display the calculated total and show a Rounding Bell to indicate the difference. You will need to add a rounding adjustment line to bring the total in line with what you expect.
Can I use Fingerprinting in Edit Mode?
No, Fingerprinting is not available in Edit Mode. Fingerprinting is a concept used within Mapping, where a specific reference on a document (such as an account number) is used to link it to the correct supplier when you have multiple suppliers set up with the same name.
In Edit Mode, Smart Extract+ needs to extract the data first in order to find and link the supplier. Because the supplier must be identified before the Edit Mode rules can be applied, the two processes cannot work together â it is a chicken-and-egg situation.
Why can't I change my date format?
The Date Format field in Preview Data only applies to dates you have extracted yourself in Edit Mode. If you are relying on dates that Smart Extract+ has returned by default, the Date Format dropdown will not update them.
To fix this:
Go back into Edit Mode.
Click the dates that are incorrect, then re-select them within Panel 3.
Return to Preview Data, the dates will now update based on the selected date format.
Why is my tax incorrect?
There are two steps to make sure your tax is being calculated correctly.
Step 1: Extract the tax
In Edit Mode, make sure you have extracted the correct document data into the right field:
If your document shows the value or amount of tax, extract this into the Tax Amount field.
If your document shows tax using a symbol, number, or word, extract this into the Taxed column.
Step 2: Set up rules
If you have used the Taxed column and the values are not self-explanatory, you can set up rules on your supplier to tell Lightyear what each code or symbol means.
For example, if your tax lines use codes such as 01 (taxed) and 02 (untaxed), go to Preview Data and add rules to the supplier to tell Lightyear which tax rates apply to each code.
For more details, see Smart Extract+ Edit Mode - Preview Data: Tax Rates.
My invoice is GST inclusive but lines are extracted as GST exclusive
Smart Extract+ defaults to GST Exclusive for the Unit Price and Line Amount fields. If your supplier's invoice is GST Inclusive, you can change this in Edit Mode:
Open the document in Edit Mode and switch to Tables mode.
Click the Unit Price or Line Amount column header on the document.
In the pop-over, open the dropdown and change the setting from Exclusive to Inclusive.
Click Confirm and save your changes.
Smart Extract+ will remember this setting for future documents from the same supplier.
đNote: If the tax treatment still does not extract reliably for this supplier, contact our Support team to request a new invoice map; a map can handle GST Inclusive invoices more predictably.
Can I use Edit Mode for statements?
No, statements are not currently supported in Smart Extract+. Statements will need to be mapped instead.