Overview
The Dismissed Documents sub‑tab lists documents removed from active processing (for example, due to errors, duplicates, or irrelevance) and keeps them available for audit. From here, users can review dismissal reasons and take follow‑up actions: restore mistakenly dismissed items back to the Active Data tab to resume the normal workflow (including Write to SoR), or permanently purge documents that are no longer relevant; purging is non‑recoverable and typically restricted to admins. Documents classified as Other commonly appear here because they are not extractable and cannot be written to SoR.
Figure 1. Dismissed Documents Sub-Tab
Table 1. Dismissed Documents Tab – Invoice Record Fields
| Field Name | Description | Default Value |
|---|---|---|
| Vendor Name | The supplier’s name, as extracted from the invoice document. | (Extracted value or user entry) |
| Doc Classification | Indicates document type (e.g., Invoice or Other). Displays a document icon for document records. If Doc classification set to Other, invoice extraction is skipped and header/line fields are empty. Such records cannot be written to SoR. | Invoice |
| Confidence Level | System’s extraction accuracy: High, Medium, or Low. | High/Low |
| Vendor Status | Whether the vendor is matched/enrolled in the system (Known/Unknown/Unenrolled). | Known/Unenrolled |
| Invoice Number | Unique identifier of the invoice as provided by the supplier. | (Extracted value) |
| Date | Invoice date as provided by the supplier. | (Extracted value) |
| Attachment Name | Name of the attached PDF or file. | (Extracted value) |
| Currency | Currency type extracted from the invoice. | USD |
| Total Amount | Total amount stated in the invoice. | (Extracted value) |
| Net Total | Net Total = Total Amount + Taxes. | (Extracted/calculated value) |
| PO | Purchase Order number, if present. | (Extracted value) |
| Received Date | Date the invoice was received by the system. | (System generated) |
| Status | Current processing status when dismissed (e.g., New, Edited, PO needs review). | Various |
| Dismissed Reason | Reason the invoice/document was dismissed, provided by the user at dismissal. | (Entered by user) |
Performing Actions on Dismissed Records
Bulk Actions:
- Select one or more records using the checkboxes at the left of the table.
- Click the Action dropdown above the table.
- The following options are available:
- Move to Active Data: Restore selected dismissed records back to the Active Data tab for re-processing. Use for records dismissed in error or that need further action.
- Purge: Permanently delete selected dismissed records from the system. This action is irreversible; a confirmation dialog appears to ensure intent.
Example: Select several dismissed invoices, click “Move to Active Data” to restore them for further review and processing. Use “Purge” only when you are certain the records no longer need to be retained for audit or compliance.
Individual Record Actions:
- For a single record, use the Action dropdown at the end of the record row.
- Choose Move to Active Data to restore and reprocess.
- Choose Purge to delete.
- Some actions may also allow review of dismissal reason and details.
Purge Confirmation Dialog
When attempting to purge a record:
- A warning dialog appears: “Once purged, the data will be deleted from the system. Are you sure you want to continue?”
- Click OK to confirm or Cancel to abort.
Figure 17. Purge Confirmation dialog
Note: Purging is permanent and should be reserved for records that are no longer required for retention or audit trail purposes.