Invoice data transformation logic

Accounts Payable Operations integration with Document Intelligence converts the invoice and invoice line field values from the invoice document to a format supported by the system that processes the invoice.

Type deriving logic

The application includes the following logic for deriving the type field on the invoice.

• Considers the purchase order value in the invoice stage record
• If the purchase order value isn’t empty, then the invoice type is set to PO type.
• If the purchase order value is empty, then the invoice type is set to Non- PO type.

Date conversion logic

The application includes the following logic for converting date formats mentioned in the invoice document:

• Considers YYY-MM-DD as the ISO format and the system format for date conversion.
• Considers dates only in MM-DD-YYYY format for conversion.
• Doesn’t consider dates in DD-MM-YYYY format if DD is less than 12.

Tableau 1. Date conversion logic

Date format in the incoming invoice	Converted date format
2nd Sep, 2022	2022-09-02
3rd September, 2022	2022-09-02
02-Sep-2022	2022-09-02
02-Sept-2022	2022-09-02
Sept-02-2022	2022-09-02
Sep-02-2022	2022-09-02
09-02-2022	2022-09-02
02-09-2022	2022-02-09
09/02/2022	2022-09-02
02/09/2022	2022-02-09

Currency conversion logic

The application supports different locale such as US, European and Indian number systems. For example, "X,XXX.XXX", "X.XXX,XX", "XX,XX.XXX" where X is a single-digit positive number.

Tableau 2. Currency conversion logic

Scenario	Currency format in the incoming invoice	Converted currency format
Amount followed by a space and the currency code	76 EUR	76 EUR
Amount followed by a space and the currency symbol	76 €	76 EUR
Currency code followed by multiple spaces and the amount	EUR 76	76 EUR
Currency symbol followed by multiple spaces and the amount	€ 76	76 EUR
Amount without a currency code or symbol	76	76 (followed by the purchase order currency or the session currency)
Amount separated by comma, dot or any other grouping or decimal separator followed by a space and the currency code	7.123.456,99 EUR	7123456.99 EUR
Amount followed by the currency code without any space	76EUR	76 EUR
Amount followed by the currency symbol without any space	76€	76 EUR
Currency code followed by the amount without any space	EUR76	76 EUR
Currency symbol followed by the amount without any space	€76	76 EUR

The application first looks for the active unique currency code in the Currency [fx_currency] table when an incoming invoice amount has a currency symbol or code. If multiple currency matches are found or the incoming invoice amount has no currency code or symbol, then the application runs the defaulting currency logic depending on the invoice type as follows.

• PO invoice - Searches for purchase order and related currency, and sets the invoice currency to purchase order currency. In case of missing purchase order or related currency, the invoice currency is set to system currency.
• Non- PO invoice - Searches for legal entity and local currency, and sets the invoice currency to the legal entity's local currency. In the case of missing legal entity and local currency, the invoice currency is set to system currency.

Unit Price conversion logic

The application supports different locale such as US, European and Indian number format locale. For example, "X,XXX.XXX", "X.XXX,XX", "XX,XX.XXX" where X is a single-digit positive number.

If the incoming invoice unit price consists of currency symbol or code present in Currency [fx_currency] table, then the unit price is converted. For example, $ XX,XXX,XXX.XX or USD XX,XX,XXX.X, where X is a single-digit positive number.

Tableau 3. Unit Price conversion logic

Unit price mentioned in the incoming invoice	Converted unit price
1,000,25.10	100025.10
1,00,025.10	100025.10
$1,000,25.10	100025.10
1,000,25.10 $	100025.10
USD1,00,025.10	100025.10
1,00,025.10 USD	100025.10

Decimal conversion logic

The application supports different locale such as US, European and Indian decimal format locale. For example, "X,XXX.XXX", "X.XXX,XX", "XX,XX.XXX" where X is a single-digit positive number.

Currency groupings on invoice and invoice lines are determined based on the user system locale settings. European currencies consider comma as a decimal separator and dot as a thousand separators. In some cases, various characters can also be used as grouping separator. The incoming invoice and invoice lines present in [sn_ap_ic_invoice_stage] and [sn_ap_ic_invoice_line_stage] tables are converted based on the positioning of decimal and thousand separators.

Remarque :

During conversion, for numbers such as 100,251 and 100.251, the system checks for other decimal separators mentioned in the invoice, and converts it to the appropriate decimal format. If the invoice contains fields with a single decimal separator, then conversion doesn’t apply for the invoice, and the value is set to empty as shown in the following table.

For more information on currency conversion, see Currency administration.

Tableau 4. Decimal conversion logic

Decimal format mentioned in the incoming invoice	Converted decimal format
1,000,25.10	100025.10
1,00,025.10	100025.10
100,251	100,251
10.102,510	10102.51
10.10.102,510	1010102.51
100,251
100.251

Logic to fetch reference field values

Tableau 5. Reference field value logic

Reference Field	Logic to fetch the field value
Legal Entity	The system fetches the value by checking the following values in the order listed: Bill to company Street, City, State, Country, Zip City, State, Country, Zip State, Country, Zip Country, Zip Country Zip
Purchase Order	The system does the following: The system considers the purchase order value mentioned in the invoice stage If the purchase order value is prefixed with special characters, alphabets or zeroes, then the application ignores the prefixes and matches the remaining purchase order value with the ERP number from the purchase order table If a unique purchase order is found, then the application populates the purchase order in the invoice
Supplier	The system does one of the following: The system considers the value mentioned in the invoice and does a complete match with supplier in Supplier table. If the invoice contains a purchase order associated with the supplier, the application matches with the supplier name mentioned in the invoice with the supplier name of purchase order and populates the supplier. If the invoice document contains supplier name with more than two words, the application performs partial name match against the supplier details in the supplier table along with street address or city. Example. If the invoice document contains supplier name as XX Corp, and the supplier name in the supplier table is XX Ltd, the application matches XX in supplier table along with the address and populates the invoice document with the corresponding supplier. If a unique supplier record is found in any of the above, then the application populates the supplier in the invoice.
Country	The system does one of the following: Considers the value mentioned in the invoice If this value isn’t mentioned in the invoice, it populates the International Organization for Standardization (ISO) short country name or the ISO long country name
Subtotal, Tax amount, Other charges	The system does the following: If the invoice contains XX.XXX,XXX the application groups the numeric to four digits after decimal separator. If the invoice contains three numeric digits after the separator, the application sets the invoice fields to empty. If the invoice contains a combination of decimal and thousand separators in a form, the application defaults to the numeric value to the decimal separator. If the invoice contains negative amount or negative quantity, then the DocIntel transformation logic is updated to extract negative amounts where the negative sign is either: Present after the value (header or line level) Present within a bracket (header or line level) In such cases, the invoice is considered as of type Credit memo.