Diagnose and fix the most common Smart Extract and mapping problems, including incorrect field extraction, inaccurate extracted values, extraction stuck in processing, supplier misidentification, map conflicts, an unavailable Smart Extract button, and documents showing as Manual Entry only.
Wrong supplier identified
This happens when the document contains ambiguous supplier information, for example, invoices from suppliers like Amazon that include multiple VAT numbers or trading names.
Steps to resolve:
Check whether a predefined map exists for this supplier. Apply it from the Processing tab; it will also apply to future documents from the same supplier.
If no predefined map exists, manually correct the Supplier field in Doc Data > Smart Extract. The field will be highlighted in yellow if it was not extracted.
Fields extracting incorrectly
Smart Extract+ works by identifying Label/Field pairings in the document. Extraction fails when labels are ambiguous, missing, or positioned unusually on the document.
Common causes and fixes:
No clear label beside the field: Smart Extract cannot detect unlabelled fields. Use Smart Extract Edit Mode to manually map the field using Labels, Words, or Tables extraction.
Field is already extracted as a different value: If Lightyear has already assigned a document value to a field, you cannot override it through Smart Extract alone. Return the document to Processing (More > Return to Processing) and correct it from there.
Field is written at the bottom of the document or spans multiple sections: Smart Extract may not detect these. Use Smart Extract Edit Mode and select the correct region manually.
Line items appear in wrong columns: Open Smart Extract Edit Mode and re-map using the Tables extraction method.
Due dates not capturing: Use Smart Extract Edit Mode and apply a Label or Words extraction targeting the due date field.
Auto Smart Extract not triggering
If invoices or credit notes are not automatically being processed by Smart Extract, or are not routing to the Approvals tab, a manual map for that supplier is most likely overriding Auto Smart Extract.
Steps to resolve:
Use the Disregard Map feature to remove all active maps for the supplier. Maps take priority over Auto Smart Extract and prevent it from triggering automatically.
Process one new document from that supplier using Smart Extract. This saves the automation rules in the supplier's settings so future documents route automatically to Approvals.
Auto Smart Extract only applies to documents entering the system after the feature is enabled. There is no bulk option to retroactively process documents already in Processing; each must be downloaded and re-uploaded individually, or Smart Extract triggered by clicking More > Switch Extraction > Smart Extract.
Extracted values are inaccurate
This occurs when Smart Extract runs and produces a result, but the extracted data is wrong: incorrect totals, quantities, descriptions, or tax amounts. This is different from fields not being detected at all.
Common causes and fixes:
Incorrect totals or rounding errors: Smart Extract may round tax or GST figures differently to how they appear on the document. Manually correct the affected fields in Doc Data > Smart Extract, or use Smart Extract Edit Mode to re-select the correct total field on the document.
Wrong line item quantities or descriptions: Unusual line item formatting can cause misidentification. Open Smart Extract Edit Mode and re-map the affected lines using the Tables extraction method.
GST or tax miscalculations: Ensure the correct Tax Indicator is configured against your Supplier or Company in Lightyear settings. For documents with multiple tax rates, refer to the Smart Extract+ - Tax Rates article for configuration guidance.
Line items merged into a single line: The Summary extraction type produces a single generic line by design. Switch to Line or Service extraction type if you need itemised line data (More > Switch Extraction Type in Panel 2).
Missing line items: Open Smart Extract Edit Mode, apply the Tables extraction method.
If inaccurate extraction persists across multiple documents from the same supplier, click the Report Issue button to flag it to the Lightyear team, or use Find Map > Request Map to request a tailored map for that supplier.
Extraction stuck or not completing
Smart Extract typically completes within 15 seconds of being triggered. If a document remains stuck with a loading indicator or stays in an extraction state for an extended period, follow these steps:
Refresh the page: A browser refresh reloads the Processing tab without cancelling the extraction. If it completed in the background, the result will appear.
Return to Processing and re-trigger Smart Extract: Use More > Return to Processing, then click Smart Extract again to retry.
Re-upload the document: Download the original file and re-upload it. Confirm the file is not corrupted and does not exceed 20 pages.
Check the Activity log: Click the document and open the Activity tab in Panel 2. The log will show any error message recorded during the stuck extraction.
Smart Extract button greyed out or unavailable
The Smart Extract button may be greyed out or missing for the following reasons:
Unsupported document type: Smart Extract is not available for Purchase Orders or Statements. If you have uploaded one of these document types, the Smart Extract option will be hidden or unavailable. Use a map or manual entry for these document types.
Active map overriding Smart Extract: If a working map exists for the supplier, it takes priority and Smart Extract will not be offered automatically. Use the Disregard Map feature to remove the active map, then manually trigger Smart Extract.
Wrong extraction view selected: Ensure you are in the Smart Extract view within Doc Data in Panel 2. If you are viewing Maps or Manual, switch back to Smart Extract.
Smart Extract not visible after switching extraction type: If Smart Extract does not appear after switching from Manual, refresh the page before selecting the Supplier.
Supplier map stopped working or disappeared
If a supplier map that was previously working has stopped applying, is no longer appearing in Processing, or is being unexpectedly overridden:
Navigate to Manage Suppliers > Edit > Extraction Rules > Maps to confirm the map is still assigned to the supplier.
In Processing, use Find Map in Panel 2 to search for the supplier's map by name or ABN/GST/VAT number. If found, apply it manually.
If Auto Smart Extract is enabled and Smart Extract was used for the last document from this supplier, it may have been saved as the preferred method. Use Find Map to locate and reapply the correct map.
If the map cannot be found, use Find Map > Request Map to request a new map from the Lightyear team, referencing the supplier name and any details about the previous map.
Document showing as Manual Entry only or exceeding the page limit
If a document shows the Manual Entry icon in Panel 1 and you cannot trigger Smart Extract, check the Activity log first for the specific error:
Click the document in Panel 1 and select the Activity tab in Panel 2.
Review the error message to identify the cause.
Common causes:
Document exceeds 20 pages: Smart Extract+ has a maximum limit of 20 pages. To resolve: download the original file, split it into files of 20 pages or fewer, and re-upload each separately.
Multiple documents in a single PDF: If a PDF contains multiple invoices or a mix of document types, split it into individual files before re-uploading.
File format or quality issues: Smart Extract supports PDFs and image files. Scanned documents with poor image quality can cause extraction failures; use digital PDFs where possible.