PDF Document Parsing Summarized by Tax Rate

The eWorkflow OCR for ePosting enables several ways of reading PDF documents or invoices. The standard ePosting functionality currently supports two methods for reading PDF documents.

One of the two methods of reading a PDF document is summarized by tax rate (vat-rate-invoice).

To help you understand this, a use case was prepared, in which an accountant is processing a document received from the supplier. At the bottom of the document, there is a tax summary based on two tax rates. The reading the PDF document summarized by tax rate results in an invoice received in PANTHEON, which has two lines. This corresponds to the two tax rates read from the supplier's source document.

The example below describes the above process in more detail.

CASE SUMMARY The person responsible wants to import an invoice for the subject Post SLO Ltd. using the PDF parsing method summarized by tax rate. This is done as follows: Defining/checking the PDF document parsing method Running the eWorkflow OCR for ePosting Importing the received e-invoice Completing the missing data for ePosting machine learning Checking the received invoice in PANTHEON

1. Defining/checking the PDF document parsing method

First, the person responsible defines or checks the PDF parsing method setting for the selected subject in the Subjects register.

In this case, the vat-rate-invoice option must be selected in the Data column, as shown in the image below.

HINT For more detailed instructions on how to set up the parsing (reading) method, see the chapter Setting up the method of PDF parsing.

Next, the person responsible imports the received invoice.

2. Running the eWorkflow OCR for ePosting

The person responsible imports the document into eDocumentation, as shown in the image below.

To convert the data from the PDF document into the e-invoice format, in the toolbar of the Documents window, the person responsible clicks the (Wizards) button and selects the OCR for ePosting option from the drop-down menu.

HINT To display the eWorkflow as an option in the Wizards menu on the specified PANTHEON form, you need to enable this in Workflow Design. For more information, see section 3 of the chapter Defining basic settings for eWorkflows.

The eWorkflow converts the PDF document into an e-invoice in JSON format, which is displayed in the Files tab, while the preview of the JSON file is shown in Document preview.

Next, the person responsible imports the e-invoice into PANTHEON.

3. Importing the received e-invoice

In the toolbar of the Documents window, the person responsible clicks the (Wizards) button and selects the eWorkflow to be run: Import received e-invoice to ePosting.

HINT For a detailed procedure describing how to import the received e-invoice into PANTHEON, see the chapter Importing the received e-invoice into PANTHEON using ePosting (OCR).

The Import eDocument Receiving Documents form is displayed.

4. Completing the missing data for ePosting machine learning

When importing an e-invoice, some data, such as a date or an invoice line, may not be read correctly. The system learns with every import and will be more successful the next time.

In this case, the system did not recognize some of the VAT dates. Therefore, the person responsible enters the required corrections, as shown in the image below.

The person responsible checks the imported data and defines the other required settings:

1. External ID: In this case, PANTHEON imports the lines only summarized by tax rate. The tax rate percentage is populated from the field containing the external ID.

There are two tax rates on the invoice: 22% and 0%, which is why two lines are imported.

2. ID (code): there are different ways for the program to understand the IDs/codes of the items:
   • External IDs Only
   • Search by External IDs and Item ID
   • Search by External IDs
   • Find in previous import

In this case, the person responsible selected the radio button External IDs Only, which is why the ID is searched only by (external) Subject ID.

The relevant setting is found in the Items register, as shown in the image below.

HINT If no special settings have been previously defined in the Items register, the ID can be selected manually. Based on the settings shown in the image below, the Items register will automatically be populate with the external IDs.

Finally, the perso responsible clicks the Import button to create the received invoice.

The invoice is created based on the Document type selected in the checkbox in the section in the As Invoice Date, VAT is applied section below.

The number of the imported document is displayed on the Links tab of the Documents window.

Double-clicking the document number opens the invoice window.

5. Checking the received invoice in PANTHEON

The received invoice, which was created by importing this e-invoice to PANTHEON, contains as many lines as there were tax rates in the PDF invoice.

HINT After an e-invoice has been imported into PANTHEON, if you notice that the OCR system has not read all the data correctly, e.g. dates and/or tax rates, you can manually update or change such data. The OCR system learns from the feedback submitted when the invoices are imported into PANTHEON. This means that it will be more successful the next time it reads them (ePosting machine learning).