Extracted Vendor Invoices

In Discovery, an extracted invoice refers to the raw data extracted from a vendor invoice PDF file, including text and line items. Each extracted invoice is linked to a vendor account, a Vendor Invoice (if you're using Discovery's Auditing functionality), and a Gathered Vendor Invoice.

If you have any questions or concerns about extracted invoices in Discovery, please don't hesitate to contact us.

Once an Extracted Invoice is processed, a Vendor Invoice record is created that's available for Auditing

Statuses

As your Vendor Invoices are gathered and extracted by Discovery they will transition through various statuses during the extraction process.

1. Queued: The invoice has been received and added to the system but not extracting yet.
2. Awaiting Retry: Initiating followup extraction attempt.
3. Extracting the extraction is in progress, the system is scanning text from the invoice.
4. Needs Review: The extraction results are not ready to be audited.
5. Ready for Processing: The extraction is complete and the invoice is ready to be sent over to Audit.
6. Processing Complete: The extracted invoice has graduated to a vendor invoice for auditing.
7. Failed: The extraction of the invoice has failed due to error. One example where this happens is when a pdf file does not contain a real invoice.
8. Marked as Duplicate: The invoice has been confirmed as a duplicate and marked accordingly.
9. Do Not Process: The Invoice has been extracted, but manually prevented from processing.

Relationships

• An Extracted Vendor Invoice is tied to a Vendor Account. This is done during the Extraction phase and is always based on the vendor account number on the Extracted Invoice.
• An Extracted Vendor Invoice will have one or many OCR Vendor Invoice Line Items on it.
• Upon Processing, a corresponding Vendor Invoice will be generated from the Extracted Invoice.
• If you're using our Gather technology, there will be a corresponding Gathered Vendor Invoice File that the Extracted Vendor Invoice was generated from.

Archiving

If an invoice is archived, it is moved "outside" of the normal workflow. This means that no edits can be made to this extracted invoice while it is archived. You cannot process it or save changes. Imagine the scenario such that an extracted invoice is both Ready for Processing and Archived. When the Bulk Process button is clicked, the same extracted invoice will be ignored from bulk processing and not sent over to auditing.

However, with that said, a Vendor Invoice can still be worked on even if it's Extracted counter part is archived. As Gathered, Extracted and Audited vendor invoices are all 3 different parts of the vendor invoice they can often be worked on separately without altering the other. There may be times though when a mistake is noticed in the Auditing stage. To fix that mistake the extracted invoice needs to be changed, and thus unarchived if this happens. It is easy to unarchive and archive the extracted invoice with a click of a button.

Deleting

Deleting an invoice represents removing it entirely, which is not the same thing as archiving where it's just removed from the normal workflow flow.

Extracted Invoice Details

• Account Number: The unique account number associated with the vendor account for this invoice
• Amount Due: The total amount due for the invoice
• Customer Address: The address of the customer who will receive the invoice
• Customer Address Recipient: The name of the person or department at the customer's address who will receive the invoice
• Customer Name: The name of the customer who will receive the invoice
• Due Date: The date by which payment for the invoice is due
• Invoice Date: The date on which the invoice was issued
• Invoice Number: The unique identifier for this invoice
• Invoice Total: The total amount for the invoice, including any taxes or fees
• Previous Unpaid Balance: The amount of unpaid balance carried over from previous invoices, if applicable
• Purchase Order: The unique identifier for any purchase order associated with the invoice
• Remit To Address: The address to which payment for the invoice should be remitted
• Remit To Address Recipient: The name of the person or department at the remit-to address who should receive payment
• Service Address: The address where services were provided, if different from the customer's address
• Service Address Recipient: The name of the person or department at the service address who received the services, if applicable
• Service Start Date: The date on which services began, if applicable
• Service End Date: The date on which services ended, if applicable
• Subtotal: The subtotal amount for the invoice, excluding any taxes or fees
• Total Tax: The total amount of tax or fees included in the invoice
• Vendor Address: The address of the vendor who provided the goods or services
• Vendor Address Recipient: The name of the person or department at the vendor's address who should receive the invoice
• Vendor Name: The name of the vendor who provided the goods or services

How do I?

• How do I archive an Extracted Vendor Invoice?
• How do I mark an Extracted Vendor Invoice as a duplicate?
• How do I process an Extracted Invoice?

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.