Document Information

Document Information Page Details

The Document Information page provides a comprehensive view of an invoice document, supporting complete review and processing. This page is divided into four main sections:

1. Document Header: Summary of invoice details, vendor data, status, and system fields.
2. Line Items: Table of each service or product billed within the invoice.
3. Attachments: List and management area for source documents, supporting files, and email attachments.
4. Email Threads: Chronological list of supplier communications related to the invoice, including attachments.

Each section provides specific information and actions, ensuring accuracy, completeness, and readiness for financial posting.

Note: When a document is (or becomes) classified as Other, SmartVendor does not extract invoice fields; existing invoice fields will be empty/blank and Write to SoR is disabled.

Special Actions

The top of the Document Information page contains all primary navigation and action controls needed to manage, update, or process an invoice record. These controls allow you to create new bills, navigate between documents for fast review, edit extracted data, upload supporting attachments, finalize a document into your System of Record, or remove invalid records from your workflow. Understanding and using these options efficiently ensures accurate processing and streamlined handling of all invoice documentation.

Figure 1. Special Navigation and Action Controls

Table 1. Document Information Page – Navigation and Action Controls

1. Creating a New Invoice
   1. Click Create New Invoice at the top left of the Document Information page.
   2. Complete the necessary vendor and invoice fields as prompted.
   3. Use this feature to add invoices that require manual entry or are not detected automatically.
2. Using Previous/Next Navigation
   1. Use the Previous and Next buttons at the top right to review invoices sequentially.
   2. This allows for faster, uninterrupted high-volume invoice review.
3. Editing Records
   1. Click Edit to unlock header and line item fields.
   2. Make required changes and click Save to keep updates.
4. Attaching Files
   1. Click Attach or drag-and-drop files into the Attachments section.
   2. Files become immediately available for download and audit.
5. Writing to SoR
   1. Click Write to SoR after reviewing and confirming all record data.
   2. If totals do not match, a warning dialog is shown. Review before confirming.
6. Dismissing a Record
   1. Click Dismiss for duplicates, non‑invoice items, or other irrelevant messages.
   2. Enter a dismissal reason (optional but recommended for audit).
   3. Click Continue to proceed, or Cancel to abort.

Tip: These navigation and action tools are designed to streamline both routine and exception handling on the Document Information page. Always audit attachments, field values, and vendor matching before finalizing any invoice.

1. Document Header

This section presents a comprehensive summary of the invoice, including vendor details, system classifications/status, and key financial and reference fields. It allows users to quickly confirm document identity, validate extracted header amounts, check vendor status, and reference all critical invoice header information, supporting efficient invoice review and reconciliation.

The Invoice Viewer Toolbar provides an interactive preview window where the original invoice document can be reviewed—users can navigate pages, zoom, rotate, or download the file. This lets reviewers validate extracted data against the source document for full accuracy.

Note: The viewer supports multiple file formats.

Figure 2. Invoice Viewer Toolbar

Table 2. Invoice Viewer Toolbar Controls

Tip: Use “All Pages” to review supporting docs or notes across all pages. “Extraction Pages” isolates pages with critical data for focused review.

Table 3. Vendor Bill Record Actions

1. Vendor

Purpose: Displays the extracted vendor from the invoice, and allows matching or correcting the value.

What you see:

• If the vendor is not matched, you see “Unknown Vendor” and a button, Match with a Vendor.
• If matched, you see the vendor’s name, often including both the description and code/ID.

User Actions:

Click Match with a Vendor to open a searchable popup of all known vendors.

Figure 3. Match with a Vendor

• Type to filter and select the correct vendor from the list.
  • Status badge (Enrolled/Unenrolled) appears for each vendor.
  • You may see Update Vendor Hints for each row. This opens a dialog where you can map document details as hints to the vendor record—helping the AI improve extraction and future vendor auto-matching.

Figure 4. Update Vendor Hints

• If you select a vendor not enrolled for AP Invoices, you are prompted: "The vendor you chose to match is not enrolled in the AP Invoices. Would you like to enroll Unknown Vendor now?" Click Enroll Now to proceed or Cancel to exit.

Figure 5. Enroll Soft Dialog

Best Practice: Always confirm the vendor is correct and enrolled, and update vendor hints for new items or extractions that need review.

2. Classification

Purpose: Indicates the document type that the system has identified—usually “Invoice” or other types.

What you see:

• A Classification field on the document showing the current type (Invoice or Others).
• Option to click and change the classification (if misclassified).

User Actions:

• Click the classification button to update if necessary.
  • If you change the classification from "Invoice" to a non-invoice type, a confirmation dialog appears:
    • "Would you like to continue with updating the document classification from invoice to other document type? This will dismiss the record."
    • Reason to Dismiss field appears; adding a reason is optional. Click Dismiss or Cancel (see screenshot 24).
    • This ensures all classification changes are auditable.

Figure 6. Reason to Dismiss

Table 4. Standard Vendor Bill Fields

2. Line Items

The Line Items section lists the item-level details captured from the document. It appears directly below the main invoice/document details and shows one row per invoice line. When available, a Sum row at the bottom totals numeric columns. This section is helpful for accounts payable teams, auditors, and anyone tracking invoice data at the deepest level.

Line item field extraction

By default, the system attempts to extract the following line‑item fields: Service Period Start, Service Period End, Purchase Order, Contract, Description, Quantity, Price, and Amount.

Accessing and using the Line Items filter

In the Line Items section, click the funnel icon (or use the filter row) to open the filter controls. Start typing or setting a value in any field, and the table filters instantly—there is no Apply or Reset button. Clear a field to remove that filter. Multiple filters use AND logic, so only lines matching all active filters are shown.

Figure 7. Line Items Filtering Options

Table 5. Line Items Fields and Filters

3. Attachments

This section lists all supporting documents related to the invoice record.

Figure 8. Attachments Section – Adding & Viewing Supporting Docs

Table 6. Attachments Field Descriptions

Instructions:

• Click Attach or drag-and-drop to upload more files.
• Click a file name to view or download existing attachments.

Figure 9. Existing Attachments

4. Vendor Inbox Email Thread Section

The Vendor Inbox section provides direct visibility into received email threads containing vendor invoices and documents. This area bridges your audit workflow with your organization’s mailbox, enabling traceability from the original vendor email to corresponding document records. It displays the full email content, attachments, and a dynamic list of all documents created in your AP automation platform (Auditoria) from those attachments. Integrated links let reviewers quickly hop from email to related document processing records for fast validation and exception handling.

Figure 10. Vendor Inbox Email Thread and Documents Created Table

Table 7. Vendor Inbox Email Thread Features

1. Access Vendor Inbox
   • Click “Vendor Inbox” (top right) to view all emails received by the AP automation system from vendors. This opens your integrated mailbox for comprehensive thread context.
2. Review Email Details
   • Inspect sender, recipient, date/time, and the email body to understand invoice context or vendor communication (“Hi please find attachments…”).
3. Download/View Attachments
   • Click any file under Attachments to download/view the original document (ex: 2-O.pdf). These are the files submitted by the vendor.
4. Audit Documents Created
   • Refer to the “Documents Created” table. For each attachment, see:
     • Attachment name (hyperlinked, opens/downloads file)
     • # of Documents Created (hyperlinked; clicking this takes you directly to the processing record for that file in Auditoria)
   • For instance, clicking “1” under # of Documents Created beside .new-2-o.pdf jumps to that specific invoice record in the Auditoria system.
5. Cross-reference and Workflow
   • Use these features to resolve processing exceptions (e.g., missed or duplicate invoices), track original email info, or confirm document traceability from mailbox to AP system.
6. Best Practice
   • Always review the original vendor email (and attachments) when reconciling invoice records, and leverage drilldown links for quick issue investigation across systems.