Invoice annotation is the way to train the system to recognize data from new invoice layouts.
While we do the majority of invoice training for you during the account set up, you should be comfortable with this process, as you may encounter a new layout that requires a bit of annotation.
In Ocerra, there are three types of invoice annotation:
- Value-based annotation
- Line-based or table-based annotation
- Column-based annotation
This type of annotation is usually required at the header level of the invoice. For example, if you have an invoice number or net amount missing or incorrect.
To start the annotation process, click on the incorrect or missing value on the right-hand side of the screen. Then click on the correct value on the left-hand side of the original document. It should now automatically pick it up.
A red “Annotate” button will appear. Click it, and the system will start “learning”. Next time when you upload an invoice from the same supplier, it will fill it up correctly.
(!) Important: you should wait until the "Annotating invoice document" is finished before closing the pop up window.
This type of annotation is needed at the table/line level of the invoice. For example, if you have incorrect or missing data extracted from this part of the document.
Usually, a system will define the table automatically by drawing a blue frame around it:
In the above example, the system defined the table correctly and thus extracted information successfully.
Some invoice layouts are pretty tricky for the system and even for a human eye to read. So the system may identify the table incorrectly or miss it altogether. This is ok, and there is a way to show it how to define it correctly next time.
For example, in the image below the system picked up some extra data that we don’t want in the table fields:
You can easily draw a new frame around the table. To do so, please:
- Click the “Clean” button to remove any data extracted on the line-level.
- Click “Annotate Table” and move the cursor to the left. You will see a blue dot on the left side of the screen.
Use this dot to draw a new frame around the table.
- Click and hold the cursor and start drawing the frame around the invoice table. When finished, release the cursor, and it will fixate the frame.
- Click the red button below ti “Annotate”.
It should now extract the data from the place defined by you.
If something is still missing from the table, e.g. quantities, you can apply column-based annotation (See below).
You can also enter any missing data manually. Note: Please put a thumb down if you had to enter any information manually after the annotation. It will help us improve the annotation process.
This type of annotation is needed to show the system how to read the column from the invoice table correctly.
The data might be missing or incorrect on the column. This is ok. Here’s what you need to do:
1. Click on the icon and then click on the header of this column on the original document on the left. It will pick up the data immediately.
2. Click the red "Annotate" button.
If you have a few columns to fix, do it all at once and then click “Annotate”.
Please refer to this video for a detailed explanation of invoice annotation process.