2.8.1.2. Definition of Terms

 

Template – a user-defined master pattern or model that identifies locations of information on a vendor invoice image so that OCR technology can match an acquired image to a defined template. Data to be recognized include vendor, invoice date, invoice amount, etc. Normally there is a one-to-one relationship of template to vendor. However, if the vendor has multiple invoice formats, you may set up multiple templates.

 

TIP: Name the template for a vendor to match the vendor name.

 

Profile – a unique coding differentiation for a template. At least one profile is required per template. You may create multiple profiles to automatically prefill coding information on a vendor template. For example, a job or GL prefix may be associated with a vendor address or account. The profile name displays in a list under the vendor template. When there is a single profile per template you may choose to label the profile the same as the template.

 

Anchor – a unique field that can distinguish one vendor invoice from another. For example, when there is one coding profile for a vendor, the vendor name may be a good anchor to distinguish this vendor’s invoice from all others. The anchor on a template helps Capture match the image to a template. If there is low matching confidence, Capture is going to make its best guess based on content.  Therefore, best practice calls for ensuring that the content of the anchor is as unique as possible. Do not use words such as your company name, “Invoice”, “Due Date”, “Date” or anything else that it is likely to appear on every single vendor’s invoice. A small number of anchors with unique content is preferable to a larger number of anchors with very generic content.

 

Identifier – a unique field that distinguishes one profile from another. A profile must contain an identifier. The identifier prefills on the template profile. When there is a one-to-one relationship between a profile and a template, the identifier can be the vendor name. When creating multiple profiles for a single vendor template, each identifier must be unique so Capture can match the image to the template-profile. For example, if there are multiple vendor accounts (or addresses), each signifying a unique coding profile (for a specific job or General Ledger prefix), select the account (or address) as the identifier.

 

Single v Multi-Page Template – identifies where the invoice total is located on the invoice image. ‘Single’ signifies the total is always on the first page of the invoice image; ‘multi-page’ implies the total is always on the last page. This designation has nothing to do with the number of pages in the invoice image. A multi-page template, for example, may be defined as a ‘single’ page when the invoice total is located on the first page.

 

    TIP: Think of the template-profile as a parent-child relationship. At least one profile is required for a template. Each template can have multiple profiles. The anchor differentiates templates while the identifier discerns the profile(s).

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