- Invoice exceptions mean that some manual intervention is required before an invoice can be posted to your system. Learn how to quickly adjust the most common exceptions.
An exception can be due to the invoice layout being unclear, for example, not clear headers for the system to find quantities or the invoice's table. Some invoices may be poorly scanned, and have hand-written data that confuses the system to extract information correctly. In all other cases, the system can be trained to extract data.
Missing Net/Subtotal amount from the header
Ocerra extracts the net amount from the summary/footer of the invoice. If it is missing from the invoice, you can use an inbuilt net amount calculator to quickly add this amount to balance the invoice figures.
- Click on the icon next to the Net field and it will be calculated for you:
Missing Purchase Oder number from the invoice
Purchase Oder number is inside the invoice table
Ocerra can be trained to extract Purchase Order number from the header or footer of the invoice layout. If it is located inside the invoice table/lines, please add it manually.
The quickest way to add it is to click on the PO field on the right hand side and then click on the PO number on the invoice layout. Same technique as value-based annotation, however, it won't annotate but will help you add it up without typing it in.
Purchase Oder number is not matching the number from your system
If the Purchase Order number from the invoice layout differs from the Purchase Order number from your system, it won't automatically match. For example, PO is on the invoice layout is #000143 and in your system it is PO000143.
Missing GST amount or the only total amount is known
For example, if the only the total amount is known, Ocerra can help you to calculate both net and tax by using the reserve tax calculator.
- Click on the icon next to the GST field and select the tax code for this invoice. Ocerra will calculate the GST amount and net amount for you.
Here's how to use GST calculator:
Ignore Empty lines
After annotation, the system can pick up empty lines. If they don't have dollar amounts, please ignore them. There is no need to delete them because the system only exports lines with amounts.
GST Inclusive invoice lines added manually
Ocerra automatically defines GST inclusive lines and automatically ticks the GST inclusive check box.
If you manually updated invoice lines to GST-inclusive lines, you will need to tick this box manually:
Amounts over 150k
For security reasons, all invoice amounts over $150k must be manually entered.
Missing quantities "1"
If no quantity is found on the invoice, you don't have to manually enter it before submitting your document. Ocerra will use "1" when posting to your system.
If other quantities are stated on the invoice lines but Ocerra didn't manage to read it, use click-click technique to quickly add it on the invoice level.
For data integrity, we recommend uploading/forwarding hand-written invoices to Ocerra as well.
It needs to be converted to PDF first and then manually entered before posting to your system.
Invoices with more than 10 pages
The most important data on the invoice is on the 1-2 pages. If you have an invoice with more than 5-10 pages, Ocerra will present data extracted from these pages only and truncate the rest.
You can download and review the rest of the data in this invoice, and if any information needs to be recorded from the rest of the pages, please copy it in.
Multiple invoices in one document
Use the split function to separate multiple documents into individual invoices.
If you have more than 10 pages in the file, please download the file and use Adobe online tool to split the rest of the files. Then upload it to Ocerra.
Multiple totals on the invoice
Ocerra is designed to enter one total/subtotal amount on the extracted screen. If you have multiple totals but no total summary for Ocerra to extract, you will have to enter it manually.
A supplier might issue an invoice with two or more subtotal lines on the invoice table. This usually happens for Labour + Material type invoices:
You will have to manually enter any additional lines because Ocerra is built to read only one summary at a time.
For example, Ocerra automatically defined the first table with the first line of $412.50 but there are two more lines with individual subtotals on the invoice table.
Please add a new line for each record individually before posting to your system:
Additional charges outside of the invoice lines or columns
If there are additional charges outside of the invoice lines or columns, it may not be obvious for the AI to pick it up automatically.
For example, this charge on the invoice is outside of the column and it has no individual line on the invoice table. You will have to manually add a new line in Ocerra to match up the numbers:
In all other cases, it can be trained to pick up automatically using Other cost.