DocBits Cloud customer:

DocBits On premise:

DocBits seamlessly integrates with Infor LN/M3 through ION API, ION Desk, and Infor Standard BODs. Our API integration allows us to export data to Infor and perform master data validation in DocBits.

DocBits Operator Architecture:

Exporting Data to Infor

Master Data Validation in DocBits

To identify the supplier or compare/match purchase order lines, we activate a trigger in LN/M3 that sends the Sync.RemitToPartyMaster, Sync.SupplierPartyMaster, and Sync.PurchaseOrder BODs to DocBits. We configure this process in ION Desk by defining the dataflow to a specific connection point to DocBits.

DocBits is a cloud-based document capture solution that harnesses the power of Artificial Intelligence (AI) and Machine Learning (ML) to effectively recognize, classify, analyze, and extract information from various types of documents, regardless of their format. Here’s a closer look at its key features:

• Document Recognition_:_ DocBits employs AI algorithms to accurately identify and recognize documents, whether they are in paper form or electronic files.

• Document Classification: It classifies documents into relevant categories, facilitating easy organization and retrieval.

• Data Extraction: DocBits extracts critical data from documents, transforming unstructured information into structured data that can be integrated into your workflow.

• Machine Learning: The system continually learns and improves its recognition accuracy with each processed document, making it more proficient over time.

• Swarm Intelligence: DocBits utilizes swarm intelligence to enhance its learning capabilities, creating a self-improving system.

Sending Data to Infor On-Premise Customer

To send data to an Infor on-premise customer, we offer two ways: Site-to-Site VPN with IPsec.

IPsec (Internet Protocol Security) Site-to-Site VPN Configuration

1. Configuration Informations:

2. For an IPsec site-to-site VPN, you need to configure and open the following ports:

1. UDP port 500: Used for Internet Key Exchange (IKE) phase 1 and phase 2.

2. UDP port 4500: Used for NAT traversal (NAT-T), allowing VPN traffic to pass through NAT (Network Address Translation) devices.

Accessing Infor OS

• Authentication URL: https://inforos.CustomerXYZad.net/

• Data URL: https://inforos.CustomerXYZad.net:7443/

Summary:

For setting up an IPsec site-to-site VPN, ensure the above ports and protocols are configured and open.

Use the provided URLs to access Infor OS for authentication and data.

Release Spring Bloom – 23rd April 2025

DocBits enhancements:

• Filter Option for Email Import Log: Users now have the ability to filter the import logs and sort the table for a clearer, more efficient overview. This enhancement streamlines the process of identifying and managing email entries, improving troubleshooting and overall log management.

• Multi-Language Support for List of Values : We've expanded multi-language capabilities to the List of Values feature. Administrators can now define labels in multiple languages, ensuring that the correct label is automatically displayed based on the user's system language settings. This enhancement promotes greater accessibility and localization, making it easier for users worldwide to interact with the platform in their native language.

• User Detail Enhancements in Settings: The settings interface now displays comprehensive user information. Administrators can easily view group affiliations, sub-organization details, and additional key data, enabling better management of user roles and a clearer understanding of team structures.

• Auto Accounting Information on the Approval Screen: The approval screen now presents auto accounting details alongside invoice information. This improvement provides deeper insight into transaction data, facilitating smoother review processes and more informed decision-making regarding invoices.

• Task Counter for Documents on the Dashboard View: Documents on the dashboard can now indicate open tasks associated with them and display the total number of pending tasks. This feature provides users with a quick overview of outstanding actions, improving task management and workflow efficiency.

• Enhanced Workflow Logs for Decision Tree Cards: The logs now display the output of the decision tree, making it easier to track and understand how decisions were made within workflows.

• Introduction of New Auto-Testing Setup to Enhance System Functionality and Stability:

  We are excited to announce the implementation of a new automated testing system designed to improve the overall functionality and reliability of our platform. This new setup will run consistent, thorough checks on our system to identify any issues before they impact your experience. By automating these tests, we can ensure faster responses to potential problems and maintain the highest standards of quality for our system.

Bug Fixes

• Resolved an issue where tasks were not appearing on the validation/approval screen.

• Fixed the positioning of the Next/Previous button so that it remains static.

• Fixed scrolling issues in the script and decision tree views, ensuring that action buttons remain stationary during scroll.

• Removed the origin country field from e-invoices.

• Fixed an issue with the task counter displaying an inaccurate number of tasks.

• Added missing translations.

• Corrected custom fields to display descriptive names instead of IDs.

• Resolved an issue where documents were downloaded with an incorrect file name.

• Fixed sorting inconsistencies in the invoice line table within PO matching.

• Fixed an issue affecting task creation functionality.

• Fixed an issue in PO matching where the invoice table sorting would reset when matching a line.

• Resolved auto accounting issues by ensuring booking references split correctly when an amount is divided.

• Updated the ClickHouse host information.

• Resolved an issue where duplicate documents were not recognized as duplicates.

• Fixed export issues caused by booking references that were too long.

• Resolved an issue where readonly checkboxes where not readonly

• Fixed an issue where Users can be added to a sub-organization twice

• Fixed an issue where changing the sub-organization for a document caused to reset the assigned user or group

Release Hot Fix Winter Frost 17th March 2025

Bug Fixes

• Improved the shortcuts.

Release Hot Fix Winter Frost 11th March 2025

DocBits enhancements:

• Improved Data Extraction: Added an option to extract the Purchase Order or Item Number from a line above or below.

Bug Fixes:

• Fixed an issue where users could not be added to a group.

• Fixed an issue with email import failures.

• Resolved an issue with the field training on documents with more than page

• Fixed an issue where scripts didn’t work properly.

• Resolved an issue where document data didn't get displayed correctly

• Fixed an issue with the auto update purchase order setting

• Fixed an issue where the subscription tokens got displayed wrong

• Resolved an issue where the task screen displayed an outdated document version

• Fixed an issue that caused documents to not change their status

Release Hot Fix Winter Frost 3rd February 2025

DocBits Enhancements:

• Support for ISO-8859-1 for ZUGFeRD: Improved compatibility for invoices using ISO-8859-1 character encoding.

• Optimized Logging System: Enhanced tracking and diagnostics for quicker issue identification and resolution.

Release Winter Frost 22nd January 2025

New Features

Support for ZUGFeRD 2.1 and Newer

DocBits now includes full support for ZUGFeRD versions 2.1 and above, enabling seamless handling and processing of ZUGFeRD-compliant electronic invoices. The integration ensures:

• Compatibility: DocBits is capable of managing ZUGFeRD invoices in both their structured (XML) and unstructured (PDF) formats, maintaining compliance with EU standards such as EN 16931 for e-invoicing.

• Efficiency: Users can effortlessly import, validate, and extract data from ZUGFeRD e-invoices, minimizing manual data entry and reducing processing time.

• Flexibility: Whether you're working with basic, comfort, or extended profiles within the ZUGFeRD standard, DocBits provides tools to manage each level of invoice complexity.

• Future-Proofing: With support for newer versions, DocBits ensures that businesses remain compliant with evolving e-invoicing regulations across EU member states and beyond.

External API Integration for Enhanced Document Processing

DocBits introduces an advanced capability to leverage external APIs during document processing, enhancing the completeness and accuracy of extracted data. This feature significantly reduces manual input by populating missing fields with accurate, up-to-date information retrieved in real time from trusted sources. It ensures that documents are processed faster and with greater consistency.

Cross Sub-Organizations Access

Document Visibility Based on Group Permissions

Sequential Workflow and Approval History

DocBits introduces a powerful Sequential Workflow and Approval History feature, designed to enhance document processing efficiency and accountability. By enabling documents to follow a predefined decision tree, this feature ensures orderly review and approval while maintaining a complete record of actions taken. Sequential Workflow Management:

• Documents can be assigned to multiple users in a predefined sequence, ensuring that each stage of review or validation occurs in the correct order.

• Each user in the workflow is notified when it's their turn to act on the document, reducing confusion and delays.

• Workflows can be customized to match specific business processes

Approval History:

• A complete log of all actions taken on the document is available in the Validation and Approval views. This includes:

  • User actions (e.g., "approved" "rejected")

  • Timestamps for each action

  • Comments or notes added by users during review

SFTP/FTP Documents Archive Enhancement

Multiple Tax Section for Tax Type and Export to LN

This feature enhances tax handling capabilities by enabling detailed classification and export of tax information to Infor LN (Full Tax, Reduced Tax, Tax Free). This allows for better alignment with complex tax structures and ensures seamless integration with accounting systems.

Multiple Tax Sections per Type:

• DocBits now supports the addition of multiple tax sections under each tax type, such as:

  • Full Tax: Standard VAT or sales tax rates.

  • Reduced Tax: Lower rates for specific goods or services (e.g., essential items).

  • Tax-Free: Exemptions for eligible transactions.

• These sections allow precise categorization of tax amounts, ensuring compliance with tax regulations and accounting standards.

Dynamic Auto Accounting Integration:

• Based on the data extracted during document processing, the relevant tax sections are automatically displayed on the Auto Accounting Screen.

• This ensures that users can validate and adjust tax entries quickly without manual calculation or re-entry, streamlining the workflow.

Export to Infor LN:

• The tax data, including all relevant sections and classifications, is seamlessly exported to Infor LN, ensuring consistency between document processing in - DocBits and the enterprise resource planning (ERP) system.

• Exported data is linked to the respective cost lines in Infor LN, maintaining clear traceability and accurate financial reporting.

Dashboard Enhancements

DocBits has introduced significant updates to the dashboard, focusing on usability, efficiency, and improved data visibility. These enhancements include a new "Assigned To Group" filter and an optimized UI for Document Logs, making it easier for users to interact with and manage their documents.

PO Matching Enhancements

DocBits introduces several usability improvements to the PO Matching Screen, designed to streamline the process of matching purchase order (PO) lines with invoices. These enhancements offer more intuitive controls for multi-line selection and provide clear visual indicators for handling outdated PO data.

Ctrl + Click for Individual Line Selection:

• Users can now hold the Ctrl key and click on specific lines to select multiple, non-contiguous rows on the PO matching screen.

Shift + Click for Range Selection:

• Users can select a range of rows by holding the Shift key, clicking on the first row, and then clicking on the last row. All rows in between the first and last selection will be automatically selected.

Automatic Outdated Data Detection:

• If the PO data associated with an invoice is old (based on system settings), an icon will be displayed to notify the user. This visual indicator ensures that users are aware of stale data that may not reflect the latest updates in the purchase order.

Bug Fixes

• Resolved an issue to ensure all possible values are displayed correctly during auto-accounting processes

• Improved the user interface of Workflow Logs to make navigation and usability more intuitive

• Updated the document fields to display additional information, such as required and hidden flags, directly in the user interface

• Added visibility of group descriptions in the group settings

• Displayed length restrictions for group names during creation to prevent errors

• Addressed issues in the decision tree testing functionality and resolved translation inconsistencies

• Improved the search functionality in Workflow Logs for more accurate and effective search results

• Fixed an issue to prevent users from inadvertently deleting e-document drafts

• Resolved bugs in the email import process to ensure seamless integration and data handling

• Fixed issues with saving AI-generated tags, ensuring consistent data retention

• Corrected a sorting issue that occurred when applying sorting across different pages of the dashboard

• Enhanced the document counter to accurately display the number of documents processed by DocBits

• Improved translations throughout the application to enhance usability for different languages

Release Hot Fix Feast 17th December 2024

DocBits Enhancements:

Email Import Enhancements

• Users can now seamlessly import XML and EDI files through the Email Import feature.

Release Hot Fix Feast 27th November 2024

DocBits Enhancements:

Enhanced PO Optimisation

• Optimised Saving Mechanism: The saving process has been streamlined to occur only after the user completes the matching, reducing redundant saves and improving efficiency.

• Enhanced Asynchronous Export: Export functionality now runs asynchronously, ensuring smoother operations and an improved overall user experience.

Workflow Enhancements

The workflow functionality has been upgraded to provide a better user experience:

• Improved Logs: Workflow logs now feature a cleaner, more intuitive interface, making it easier to review and understand process details.

• Enhanced Responsiveness: Workflow execution processes are optimized for faster and more reliable performance, enabling quicker task completion and reduced delays.

Improved Application Caching

We’ve implemented advanced caching strategies across the application to optimize data retrieval and reduce load times. These improvements enhance overall usability by ensuring smoother navigation and a more responsive user experience, particularly for frequently accessed features.

Dashboard and UI Upgrades

• Dashboard Enhancements: The dashboard has been revamped with an improved layout and additional features to simplify navigation and enhance visibility of key metrics.

• UI Improvements: The user interface across the application has been refined for a more modern, intuitive, and user-friendly experience, making it easier for users to accomplish their tasks with minimal effort.

Bug Fixes:

1. Enhanced the fuzzy logic to ensure more accurate and reliable data population following extraction.

2. Fixed known bugs affecting groups and permissions, ensuring seamless access management and role functionality.

3. Addressed inconsistencies in translations across the application, improving clarity and localization.

4. Resolved layout-related issues, ensuring a consistent and optimized user interface across all configurations.

5. Corrected errors in master data lookup functionality, ensuring accurate and reliable data retrieval.

6. Resolved issues with email import functionality across all available options, ensuring smooth and error-free operations.

Release Feast 4th November 2024

New Features:

Email Import Enhancements

Configured IMAP email settings to automatically send notifications for import results. Successful import notifications will confirm the files processed, while failure alerts will include the filenames and specific error details for prompt troubleshooting.

Master Data Lookup Revamping

Revamped the master data lookup settings with refined categorization, enabling faster and more precise retrieval of diverse master data types. This improvement streamlines data access by organizing master data into distinct categories, significantly boosting search efficiency and accuracy. Users can now locate the relevant data more quickly, enhancing productivity and decision-making across the application

Performance Improvements

Implemented a robust caching mechanism to significantly boost application performance, especially under high request loads. This improvement reduces server processing time by temporarily storing frequently accessed data, enabling faster response times and a smoother user experience. The new caching system efficiently manages increased traffic, ensuring reliable and scalable performance even during peak usage periods

Document Lock Feature Enhancement

Upgraded the document locking functionality to prevent simultaneous edits, ensuring data integrity and minimising conflicts. Now, documents are automatically locked during active editing, providing users with clear indicators when a document is in use and preventing others from making changes until the edit session is complete. This enhancement streamlines collaborative workflows and reduces the risk of data overwrites.

Navigation and User Experience Improvements

• Breadcrumb Navigation: Added breadcrumb trails across application pages to enhance navigation, allowing users to easily track and return to previous sections for a more intuitive browsing experience.

• Streamlined User Interface: Removed the "new version" pop-up notification to create a smoother, uninterrupted workflow, reducing distractions and improving overall usability.

Bug Fixes:

• Resolved user-specific problems, such as attachment failures from encrypted or signed emails.

• Fixed card display and flow problems.

• Corrected routing issues with Next/Previous buttons.

• Addressed bugs related to decision tree tables.

• Updated UI for the password field to improve usability.

• Fixed issues with the task counter not displaying correctly.

• Corrected a user interface problem with the AI table.

• Resolved errors with document extraction during table training.

• Added a warning when a PO is matched during reformatting, and ensured matched rows are removed.

• Fixed date formatting, ensuring data loads correctly by day and week filters, and ensured document types are properly displayed.

• Corrected the display of documents on dual monitors.

• Fixed a problem where unlinking one PO line would remove all lines.

• Resolved incorrect translations across the application.

• Fixed the issue where lengthy descriptions in rule management caused scrolling on the list.

• FeastRestored missing "Assign-To" functionality for non-admin users.

Release Harvest 9th September 2024

New Features

Duplicate Invoice handling

This feature allows users to identify if documents are duplicated across their system. This feature works by analyzing document fields that can be configured by the user. By selecting specific fields, users can customize the detection criteria to suit their needs, ensuring that only relevant duplicates are flagged. This helps to maintain data integrity and reduces the clutter of redundant documents, streamlining document management processes.

Decision Tree

The decision tree is a tool used to automate decision-making in a workflow by mapping out choices and their outcomes. By integrating decision trees, you can ensure consistent decisions based on specific criteria, streamline processes, and reduce errors. This approach enhances efficiency by automating complex decision points within the workflow.

Choosing AI Models

DocBits now allows users to switch between different AI models to better suit their needs. You can choose the AI model that best fits your specific use case, whether it's for document analysis, data extraction, or text classification. This flexibility enables you to optimize performance and achieve more accurate results, tailoring the AI's capabilities to your organization's unique requirements.

Choosing OCR Version

DocBits now offers the ability to change the OCR (Optical Character Recognition) version used within the platform. Users can select different OCR versions based on their specific needs, ensuring better accuracy and compatibility with various document types. This feature allows for more precise text extraction from images and scanned documents, improving overall data quality and workflow efficiency.

Release Sunset 12th August 2024

New Features:

Rule Manager

Rule Manager provides the flexibility to create and edit conflict resolution rules tialored for DocBits invoicing system. These rules are designed to automatically handle discrepancies between invoice details and purchase order (PO) data, ensuring accurate financial reconciliation. The system applies these rules to process invoice lines, charges, and taxes, and generates appropriate adjustments or notes when necessary.

Syncing Data Using Stream

BOD syncing from Infor utilizes AWS Stream for real-time data processing, enhancing efficiency and significantly reducing data syncing time.

XRechnung

DocBits now processes XRechnung (electronic invoices) seamlessly by first creating a user-friendly PDF, streamlining and simplifying the invoice processing workflow.

Bug Fixes:

1. PO Match Button Visibility Issue: PO Match button is available when there is no table or the table is deleted. Status: On field validation, PO Match will be hidden if there is no table or the table is deleted

2. Table Drag & Drop Sorting Issue: Table Drag & drop for sorting on all Lists/Dashboards Resolution: User can now drag and drop to sort the table

3. Validation Screen Toolbar Issue: Validation screen: toolbar right side not scrollable Resolution: Fixed

4. Horizontal Scroll Issue: Horizontal Scroll on Approval Screen Resolution: Fixed

5. Approval Screen Decision Clearing Issue: Ability to clear the approve/reject decision on approval screen Resolution: Fixed

6. Task Display on Approval Screen Issue: Task shown on the Approval Screen Resolution: Toolbar is available which shows the tasks count of open/in progress

7. PO Match Table Size Issue: PO Match table gets smaller after matching a line Resolution: Fixed

8. Task Assignment based on Item Procurement Group Issue: Translation for procurement group assignment Resolution: Fixed

9. Supplier Name and Id in Task Creation Issue: Adding Supplier Name and Id in Task creation Resolution: Supplier Name and Id will be picked from the document

10. Document Subtype Copy Issue: Click on Copy Document Subtype from sub document type setting was not working Resolution: Fixed

11. New Label Field Issue: New Label field in list of values to add label along with value and synonym Resolution: Fixed

12. Country Origin Card in Workflow Issue: New Card in workflow that checks country origin of a supplier and create a task or continue porcessing docuemtn accordingly Resolution: Fixed

13. Dark Mode Fix on settings searchbar Issue: This issue was previously identified Resolution: Fixed

14. Extracted Table Column Visibility Indicator Issue: Indicator if Columns are hidden in extracted table on Field validation Resolution: Fixed

15. Dashboard Assignment for Admins Issue: Make Assign to on the dashboard only for admins Resolution: Fixed

16. Document Split Visibility Issue: Show Document split only when more pages Resolution: Fixed

17. Invoice Dashboard Columns Issue: Additional columns on invoice dashboard Resolution: Fixed

18. Field Validation Script Deactivation Issue: Field Validation- Deactivate script was not working correctly Resolution: Fixed

19. Approval Layout Button Customization Issue: Cannot change the button type and style on approval layout builder Resolution: Fixed

20. Data Sync Table Issue: Data Sync Table in settings Resolution: Fixed

21. Dashboard Analytics Total Display Issue: Dashboard Analytics- display wrong total number Resolution: Fixed

Release Firework Juli 8th, 2024

New Features

Line Charges Export to M3

• Export line charges to M3 with appropriate costing elements as per your business needs.

PO & Invoice Discrepancy Handling

• Smart handling of discrepancies in quantity, prices, charges, and tax.

Key Bug Resolutions

1. PO Search Functionality

• Issue: PO search was not working.

• Status: This issue has been identified and will not be addressed in this release.

2. PO Matching Connection

• Issue: PO matching connection was not removing as expected.

• Resolution: Fixed to ensure seamless PO matching operations.

3. Exported Document Alerts

• Issue: Exported documents had alerts for costing elements even when the system was not set up for it.

• Resolution: Corrected to prevent unnecessary alerts, ensuring accurate document exports.

4. Advance Shipment EDI View

• Issue: Advance shipment EDI view showed IDs in the title.

• Resolution: Titles now display correctly, improving data readability.

5. Calculation Errors in Split by Total Issue

• Issue: Calculation errors occurred when lines were split further.

• Resolution: Fixed to ensure accurate calculations in all scenarios.

6. PO Screen Table Display

• Issue: No table was showing on the PO screen.

• Resolution: Display issue resolved to ensure tables appear correctly.

7. Auto Export on Order Confirmation

• Issue: Auto export was not working.

• Resolution: Functionality restored to ensure automatic exports operate smoothly.

8. Mismatch Issue on PO

• Issue: Mismatch issue on PO showed despite everything being identical on the Delivery Note.

• Resolution: Resolved to ensure accurate mismatch detection.

9. Report Download Issues

• Issue: Reports were not downloading.

• Resolution: Fixed to enable seamless report downloads.

10. Incorrect Total and Net Amounts

• Issue: Total and Net amounts were showing incorrect values.

• Resolution: Values corrected to ensure financial accuracy.

11. Invoice Date Format on Dashboard

• Issue: Invoice Date column had wrong format values.

• Resolution: Dates now display in the correct format, enhancing usability.

12. Workflow Delays at “Ready for Validation”

• Issue: Workflow delays occurred at “Ready for Validation” until feedback from Doc2flow.

• Resolution: Workflow timing improved for faster validation processes.

Next Release Firework Juli 8th, 2024

Problem:

The existing system lacks automated rules for accurately matching and processing invoice charges against purchase orders (POs). This manual process can lead to discrepancies, as illustrated in the screenshots, where invoice charges and POs need reconciliation for correct invoicing.

Solution:

With the new Rule Manager in DocBits, launching in July, you can automate this process:

1. Create Rules:

Define criteria (e.g., Quantity > PO Quantity) for invoice line items.

2. Set Actions:

Map fields and actions to export data seamlessly to Infor.

3. Test Rules:

Validate rules with sample data to ensure accuracy.

Junebug Release Notes - June 10th, 2024

This update brings exciting new features and bug fixes to Junebug:

New Features:

• Automated Charge Extraction: Junebug now automatically extracts and maps charges within your Docbit documents. This eliminates manual data entry and streamlines your workflow.

• Portal Export to Infor IDM: The new Portal allows you to effortlessly export supplier documents directly to Infor IDM. This simplifies shipment processing and reduces manual intervention.

• Origin Identification (AI): Junebug introduces a powerful AI feature that automatically learns the origin of documents. This saves you time and effort in document classification.

Bug Fixes:

• QR Code Fix: An issue that previously caused problems with QR code processing has been resolved.

• Non-EDI Document Handling: Junebug now handles non-EDI documents more effectively.

Next Release - Junebug Release 10th June 2024

Sandbox Freeze - 3th June 2024

In the upcoming release, a significant enhancement to the classification and extraction capabilities will be introduced, specifically aimed at table lines within documents. This new feature allows users to define whether a line in a table represents a charge. This functionality is particularly useful in detailed financial documents, such as invoices, where distinguishing between different types of transactions—such as charges, taxes, or fees—is crucial for accurate processing and record-keeping.

Key Points for Release Notes:

• Enhanced Table Line Classification: Users can now specify if a particular line in a document table is a charge, improving the accuracy and granularity of data extraction.

Maypole Release 5.55.8.10 - ( 17th May )

Release Notes - Web App

New Features:

▪ Workflow Card Translation: Enhancements in the workflow, including card translation for better localization support.

▪ Email Import Logging: Added detailed logging for email imports to enhance troubleshooting and monitoring.

▪ Broken Fuzzy Screen Fix: Resolved an issue with broken fuzzy screen display across various interfaces.

▪ Accounting Updates: Enhanced the accounting process by removing outdated accounting methods and integrating charges more efficiently.

Improvements:

▪ Ruiz Workflow Enhancements: Fixed bugs related to workflow navigation, particularly involving hidden steps.

▪ User Interface Adjustments: Improved user interface elements such as cash discount terms under payment terms for better clarity and user experience.

▪ Performance Enhancements: Various backend improvements to enhance system performance and stability.

Bug Fixes:

▪ Approval Stamp Issue: Fixed critical issues surrounding the approval stamp process to ensure compliance and correct functionality.

▪ Key Addition: Added necessary keys back to the system to ensure data integrity and system functionality.

▪ Master Data Field Adjustment: Addressed an issue in the master data field to align with user requirements.

Technical:

▪ Version Updates: Routine updates to various system components to align with current standards and technologies.

▪ Merge Activities: Numerous merges to integrate features, fixes, and enhancements from multiple development branches into the main branch.

What's New - API

▪ Cache Management Enhancements: Updated the get_receive_delivery_cache to improve performance and reliability.

▪ New Features for Sales Orders: Introduced a preview feature for sales orders, enhancing the visualization and management of order data.

▪ Document Handling Improvements: Added automated test jobs for demotesting and sandbox environments to ensure robustness.

▪ Enhanced Cache Functionality: Added field_id to further enhance the caching mechanisms.

Fixes and Improvements

▪ Office Email Import Adjustments: Made necessary adjustments to the Office Email Import feature to enhance functionality.

▪ Development Enhancements: Multiple merges from dev to main branches ensuring synchronization and stability across environments.

Miscellaneous

▪ Configuration Updates: Various updates to the configuration files improving the system setup and parameters.

Release Notes - Workflow

Enhancements:

▪ Implemented a new workflow test that can now be enabled during import, allowing for more flexible testing scenarios.

▪ Enhanced the logging functionality for action cards, making debugging and monitoring more efficient.

▪ Improved compatibility for field comparison cards with date and enum types, ensuring smoother comparisons and validations.

▪ Updated the tax card and modified the return processes for action cards to streamline operations.

Fixes:

▪ Addressed issues with the document status updates, ensuring they are accurately reflected in the system.

▪ Fixed the calculation for the comparison card involving unit price and quantity to correctly handle discrepancies.

▪ Resolved multiple minor bugs and made stability improvements.

Operational Changes:

▪ Merged multiple development stages into the sandbox and stage branches, reflecting a significant integration of new features and fixes.

1. ISO/IEC 27001

This international standard defines the requirements for establishing, implementing, maintaining, and continually improving an Information Security Management System (ISMS). It helps organizations protect data in a systematic and cost-effective way, including processes for risk management and information security controls.

Impact for Clients: Ensures that DocBits adheres to the highest standards of information security, providing confidence that sensitive data is well-protected.

2. SOC 1 (Service Organization Control 1)

SOC 1 reports are designed for organizations that need to demonstrate the effectiveness of internal controls over financial reporting. It is particularly relevant for service providers that affect their clients’ financial reporting.

Relevance to DocBits: Demonstrates our commitment to maintaining stringent internal controls over financial data, providing assurance to clients about the reliability of our processes.

3. SOC 2 (Service Organization Control 2)

SOC 2 focuses on a service organization’s controls relevant to security, availability, processing integrity, confidentiality, and privacy of data. It is crucial for technology and cloud computing companies that handle sensitive information.

Value for Clients: Provides an independent validation that DocBits has implemented effective controls to protect client data, ensuring trustworthiness in our software and services.

4. GDPR (General Data Protection Regulation) Compliance

The GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.

Client Assurance: Compliance with GDPR ensures that DocBits processes personal data in line with EU regulations, protecting user privacy and adhering to strict data handling guidelines.

Stay updated with the latest features, fixes, and configurations available for testing in the Sandbox environment. This dedicated environment allows for validation and function checks

Upcoming Updates for Testing

How to Test on Sandbox

1. Access the Sandbox:

   • Use your existing credentials to log into the Sandbox environment.

   • Ensure that you are using the correct URL for the Sandbox.

2. Testing Guidelines:

   • Follow the steps provided for each feature or fix.
3. Test Logs:

   • Monitor system logs for relevant test results or errors.

   • Document your testing process and results for review.

Feedback and Support

If you encounter any issues or have suggestions during testing, please contact the support team or use the feedback form provided within the Sandbox environment.

Note: This page will be updated regularly to reflect the latest information about testing availability and upcoming updates in the Sandbox environment.

Open Port 443 & Secure Communication

We understand the importance of secure data transfer. That’s why we use open port 443, the standard port for HTTPS, ensuring that all data transferred is encrypted and secure. Our SSL-secured connections guarantee that your data is safe during every step of the process.

Communication With The Database

When it comes to database communication, we don’t take any chances. Our Kubernetes setup and databases reside within the same Virtual Private Cloud (VPC). This means we only access the database via local IP, ensuring that the transmitted data never leaves the local network. It’s like having a private highway just for your data.

Spaces

Document handling is a breeze with Docbits. All uploaded documents are securely stored in a dedicated ‘Space’. We use SSL encryption for data traffic and require multiple keys for file access, making sure your documents are as secure as a vault.

Traffic Security

We only allow HTTPS-secured connections for communicating with our servers. This ensures that all data transferred is encrypted, keeping your sensitive information safe and sound. It’s like having a security guard for your data, 24/7.

Infor Cloud

Infor On-Prem

Flexibility is key, and we offer both cloud and on-premise solutions. With our on-premise option, there’s no need to open any ports, ensuring that your network security remains uncompromised. Whether you’re in the cloud or keeping things in-house, we’ve got you covered.

Step 1: Open OCR View for Bad Extraction Results

If the table extraction training results are not good:

1. Open the OCR View by clicking on the magnifying glass icon with OCR written on it.

2. Review the extraction results and see if the OCR process can improve the data capture.

3. If the results still look bad, try a different document to verify if the issue is document-specific.

4. If the issue is document-specific, use another document for extraction.

   • If the issue persists, follow the next steps.

Step 2: Check for E-Text Availability

1. Check if the document has e-text available.

   • You can verify this using a tool like Adobe Acrobat.

   • If the document contains e-text, follow Step 3.

   • If the document does not contain e-text, follow Step 4.

Step 3: Turn On E-Text Extraction

If the document contains e-text, you have two options:

1. Turn on e-text extraction for just this supplier:

   • Go back to the Documents Field Validation.

   • Click the square with the three dots in the left-side toolbar.

   • Here, activate the Use E-text if available option to turn it on for just this supplier.

2. Turn on e-text extraction for all suppliers:

   • Go to Settings > Document Processing > OCR Settings.

   • In this section, you will find the Use E-text if available option and can turn it on for all suppliers.

3. After enabling e-text extraction, retry the table extraction training.

   • If the results improve, the issue is resolved.

   • If the results are still not good, proceed to Step 4.

Step 4: No E-Text Available - Change AI OCR Version

If the document does not have e-text available:

1. Go to Settings > Document Processing > OCR Settings.

2. Change the AI OCR Version to a different version.

3. Go back to the Table Extraction Training and try again.

4. If the result is better:

   • Check other documents from different suppliers to ensure the extraction results for those suppliers are not impacted by this change.

   • Be cautious, as this change can affect other suppliers' extraction results.

   • This change can impact other suppliers, so make sure to verify the results thoroughly to ensure it does not negatively affect other suppliers’ document extractions.

5. If the result did not improve after changing the AI OCR version, please contact us for further assistance.

Step 1: Check LN Configuration

1. Log in to LN CE.

2. Navigate to the Options menu and select Run Program.

3. In the input field, type ACP Parameters and press Enter to open the program.

4. Click on the arrow next to the Actual Set field to expand the settings.

5. Go to the Matching section.

   • Check the Automatic Matching Setting:

     • If the Automatic Matching is set to Match to Purchase Receipt, proceed to the next step.

     • If it is not set to Match to Purchase Receipt, but you still got this error, please contact us.

Step 2: Open DocBits Settings

If the Automatic Matching is set to Match to Purchase Receipt, proceed with the following steps in DocBits:

1. Open DocBits and go to the Settings section.

2. Navigate to Document Processing.

3. Select Export.

4. In the Export section, click on the three dots icon next to the export that is not working and select Edit.

5. In the Edit Export Settings menu, click Download the LN-Mapping file.

Step 3: Edit LN-Mapping File

1. Open the downloaded LN-Mapping file.

2. Search for the field IRF_PackingSlip.

   • If the field IRF_PackingSlip is present and set to nothing (empty), update it to TF_packing_slip.

   • If the field IRF_PackingSlip is not present, add it to the file and set its value to TF_packing_slip.

3. For the field InvoiceReceiptFields add PackingSlip to the values.

It should look like the following:

Step 4: Add the Updated File Back to DocBits

1. Go back to the Export section in DocBits where you previously downloaded the LN-Mapping file.

2. Upload the edited LN-Mapping file with the new updates.

If you still encounter the Error exporting document to LN with status code 500, please contact us

If you encounter the error message "Costing elements are not properly configured. Please ask your admin to configure it," it could be due to one of the following reasons:

1. Accidental Activation: The Table Extraction for Costing setting might have been turned on accidentally.

   • To resolve this, go to Settings → Document Processing → Classification and Extraction, and turn off the Table Extraction for Costing setting.

2. Missing Configuration: The costing elements have not been configured yet.

   • In this case, go to the configuration page and set up the required costing elements.

   • Configuration page:

PDP or PPF Required for Domestic B2B E-Invoices

Introduction to the service offer

The API mode allows users to access all features available to them from the IT tools already deployed within the partner structures. There are two integration methods:

· Integration into Information Systems (IS):

APIs are integrated directly into information systems or management software for parties issuing and receiving invoices or their dematerialising operators (ODs). Users can thus directly access the solution’s features and their upgrades from their usual IT tools, internal or offered by their OD.

APIs can also be integrated into the IS of the PDPs to give them more flexibility (compared with EDI mode), with some APIs dedicated to their use.

· Integration into third-party software:

Editors will be able to offer software based on the APIs. Depending on the mode chosen by the editor, connection can then be effected by the editor, or by the customer itself during installation or deployment in its IS. This third-party software will complement the customer’s information system by adding a communication layer to the PPF.

PEPPOL Used Only as an Interoperability Layer

Connection of a hub:

The hub provides its customers with a web or application solution to enable them to make the various API calls. It is thus the hub that makes API calls on behalf of all its customers. In this case, each partner must have a technical account, but only the hub needs an application under PISTE and a connection to the PPF.

Source: Article 91 of France’s 2024 Finance Law (summarized by EY) mandates e-invoices be sent via a certified PDP or the state portal . The French tax authority’s updates further clarify that after 2024 reforms, businesses must use a registered PDP for B2B e-invoicing (the PPF will no longer serve as a free exchange platform) . PEPPOL is being implemented to connect these PDPs, not as an alternate channel outside the system . This confirms that using the PEPPOL network alone is insufficient – compliance in France’s 2026 e-invoicing regime requires integration with the PPF or a certified PDP, with PEPPOL serving only as the underlying delivery network among those platforms.

After logging in with your credentials, you will be redirected to the DocBits Dashboard homepage. This is the main page where you can see and manage all your imported documents.

To the right of the search bar, you will find other dashboard tools.

• Refresh List: This is used to update the dashboard without having to refresh your browser tab.

• Advanced Settings: More information on this topic is available further down this page.

• Analytics: This provides you with further insight about the documents you have uploaded to DocBits.

• Upload: More information on this topic in the next section.

The advanced settings often contain additional configuration options and functions that enable more specific adjustments and fine-tuning.

• More settings

• Keyboard shortcuts

• Import Log

• Set PO Table columns for organization

• Set dashboard sorting by organization

• Filter documents by day, week, month, year or all. The filtering refers to the time at which the document is imported

On the next pages you will find further information about the individual settings.

While navigating your documents in DocBits, if you would like to return to the main area of the Dashboard, you can simply press the escape (ESC) button on your keyboard and you will be returned to the main Dashboard menu (on the page which you entered the document you just exited from).

Overview

Document merging allows you to combine multiple documents.

First, you need to select the documents you would like to merge. This can be done by selecting the checkboxes of the documents. Once you have selected the documents, click on the icon with three dots.

A menu will then be displayed, select the “Merge” option which can be found at the bottom.

Document merging is an important feature in a document management system that allows users to combine multiple documents into a single document. Here are some reasons why document merging can be useful:

• Organizing Related Documents: By merging multiple documents into a single document, users can organize and keep related information or files together. This can help improve efficiency in managing and accessing documents.

• Creating reports or summaries: Merging multiple documents can be useful to create reports or summaries by combining data or information from different sources or documents. This allows users to create comprehensive reports or presentations without having to manually copy and paste the information.

• Archiving documents: When multiple versions of a document exist, or when documents need to be summarized within a specific time period, merging documents can help ensure consistent archiving practices and optimize storage space.

• Workflow optimization: Document merging can be part of an automated workflow where documents are automatically combined once certain conditions are met. This can be used, for example, in an approval process or when creating contracts or reports.

Examples of merging documents:

• Combining Invoices: A business needs to summarize all invoices from a given month for accounting purposes. Individual invoices are uploaded as separate documents and then merged to create a consolidated overview.

• Combining approval forms: An application approval workflow requires multiple forms to be merged before being forwarded to management. The different forms are automatically combined as they are completed and submitted by the parties involved.

• Creating an Annual Report: Multiple departments in a company work together to create a comprehensive annual report. Each department prepares its own section of the report as a separate document. These documents are then brought together to create the final annual report.

By merging documents, organizations can streamline their document management processes, improve collaboration, and increase efficiency.

If you are looking for a specific document or documents, then you have the following available to you. Within the search bar we have provided you with various tools to find the document you are searching for, in order to access them, select the following icon.

The following filter options will become available to you.

We provide you with the option to filter by document type, status of the document, the assignee of the document and by the date.

If you would like to see a detailed log of all documents imported to your DocBits environment, then follow these steps.

From your DocBits Dashboard, select the Advanced Settings option.

After the Advanced Settings bar appears, select the Import Log button.

A table will then appear with all recently imported documents as well as other relevant information regarding them.

Getting Started

• Login and Navigation: How to access Docbits and navigate through the interface.

• Initial Configuration: Setting up Docbits for first-time use.

Daily Use

• Document Submission: Instructions for submitting documents into Docbits.

• Document Review and Approval:

  • Approving Orders: Steps for reviewing and approving order forms.

  • Processing Invoices: Guide on how to process incoming invoices for payment.

Managing Documents

• Search and Retrieve: How to find and access documents within Docbits.

• Edit and Update: Editing documents and updating their status.

Troubleshooting

• Common Issues: Solutions to frequent problems encountered by users.

Welcome to DocBits

DocBits with Workflow

Key Features

1. Automatic Data Extraction

   • Utilizes AI and OCR (Optical Character Recognition) technology to extract data from various document types.

   • Supports over 120 languages.

   • Capable of extracting unstructured data at both header and line levels.

2. Swarm Intelligence

   • Leverages the power of AI swarm intelligence to deliver communal benefits across customers.

   • Enhances the training of classification and extraction models with input from a wide range of users.

   • Provides over 96% accuracy in data extraction and classification.

3. • Automates the reconciliation of purchase orders with incoming invoices.

   • Ensures accurate financial transactions and promptly addresses discrepancies.

   • Supports matching of various document types, not limited to invoices.

4. • Facilitates automatic booking to ledger accounts.

   • Allows splitting of amounts by department.

   • Supports the definition of ledger accounts by the accounts payable team.

5. • Provides integrated validation processes to ensure data accuracy.
6. Seamless Integration
7. User-Friendly Interface

   • Offers a modern and simple UI that requires no IT resources for setup and maintenance.

   • Features an interactive dashboard with unlimited document types and custom extracted columns.

8. Secure Cloud-Based Solution

   • Hosted on a secure cloud in Germany, ensuring data privacy and security.

   • Facilitates easy migration from legacy solutions.

Benefits

• Efficiency: Automates repetitive tasks, reducing manual entry and errors.

• Accuracy: High accuracy in data extraction and document classification.

• Scalability: Can handle unlimited document types and volumes.

• Compliance: Maintains an audit trail for compliance and review.

• Cost Savings: Reduces the need for physical storage and manual processing.

Use Cases

• Suitable for a wide range of industries and document types, including invoices, delivery notes, order confirmations, and more.

• Ideal for businesses looking to optimize their document capturing processes and enhance operational efficiency.

If you’re using DocBits software for document processing, it’s essential to understand the different document statuses that your files can have. Here’s a complete list of all the possible document statuses in DocBits:

• WatchDog Start: The Watchdog module is starting.

• WatchDog Split: The document is being split in Watchdog.

• WatchDog Upload: The document is being uploaded in Watchdog.

• Upload: The document is being uploaded.

• OCR: Optical Character Recognition (OCR) is currently running on the document.

• Classification: The document is being classified.

• Zugferd import: A Zugferd document is being imported.

• Ready for Validation: The document is ready for validation.

• Zugferd export: A Zugferd document is being exported.

• Workflow: A workflow is currently running with this document.

• Pending approval: The document needs to be approved.

• Pending second approval: The document needs to be approved a second time.

• Auto Accounting: Automatic accounting is running.

• Export: The document is being exported.

• Error: An error occurred in the document.

Overview:

This page provides a graphical overview of the various steps a document has gone through up to this point.

How to Access:

Option 1:

1. Navigate to the actions column on the dashboard and click the three dots next to the document for which you want to view the document flow.
2. Select Document Flow.

Option 2:

1. Open the document you want to view the document flow for.

2. Click the three dots on the right side of the Field Validation.
3. Select Document Flow.

Description:

On the left side of the screen, you will see the individual steps of the document flow, listed from left to right.

• Steps that initiate the document flow process (such as import or restart) will appear in green.

• To navigate through the steps, simply drag and drop them on the screen.

• When you click on a step, the name of the module and information about whether the step was successful or not will appear on the right side of the screen.

FAQ - Frequently Asked Questions

Welcome to the FAQ page! Below you will find links to various categories that can help you quickly find the information you need.

1. General Information

For common questions and guidance on how DocBits works, how to set up your account, and basic troubleshooting tips.

2. Document Processing

Everything related to the extraction, handling, and processing of documents in DocBits.

3. Infor LN (LN Integration)

Guidelines and FAQs related to integrating DocBits with Infor LN, document imports, and specific configurations for LN.

4. Infor M3 (M3 Integration)

Guidelines and FAQs related to integrating DocBits with Infor M3, document imports, and specific configurations for M3.

From the Dashboard, click on the Advanced Settings icon as shown below:

The following menu will then be displayed:

Select the button labeled “Set dashboard columns for organization” and a list of all the column names will be shown.

From this menu, you can select the column names and use the arrows to add and remove the columns you desire.

You can set the order of the columns by clicking on the dots next to the column name and dragging them to the appropriate position.

Another option also allows you to add fields of a document type:

Here you can choose from the different document types:

For each document type there are different fields that you can add:

Select the fields you need and click "Add to visible Columns", they will then appear in the column settings.

The second part of the dashboard is an overview of all the uploaded documents. You can view all documents or just the ones assigned to you. You can also search for documents by name.

Data will be extracted within seconds, and the status will change from “Running” to “Ready for Validation”.

Dashboard Shortcuts

The dashboard includes the following shortcuts to enhance navigation and interaction:

• Control + K – Opens the keyboard shortcut menu, providing a list of available shortcuts within the application.

• Control + Q – Refreshes the dashboard table, ensuring that the latest data is displayed without needing to manually reload the page.

• Control + H – Opens the documentation page for more information and assistance.

Here are specific troubleshooting tips for common issues related to dashboard settings:

Filters not applied correctly:

• First, check the filter settings to make sure the correct filters have been applied and that they are displaying the desired data.

• Make sure that filters are applied logically and consistently. Sometimes incorrect filter logic or incorrect combinations can produce unexpected results.

• Provide users with guidance on how to use filters correctly to ensure they can use the filtering features effectively.

Delays in loading data:

• Check the network connection to make sure it is stable and not causing delays.

• Check the server load and the performance of the data source to see if that is the problem. You may need to optimize the data source or switch to a more powerful infrastructure.

• Implement caching mechanisms to reduce loading times, especially for frequently accessed data. Encourage users to optimize their data queries by retrieving only the required data fields and using filters to reduce the amount of data.

Browser issues:

• Make sure the browser they are using is compatible with the dashboard and has all required updates installed.

• Recommend users to clear their browser cache regularly to avoid memory issues and ensure they are getting the most up-to-date data.

• Check for extensions or plugins in the browser that might be interfering with the dashboard and temporarily disable them if necessary to isolate problems.

User-specific issues:

• Offer individualized support for users who continue to have problems. You may need to check their specific settings, permissions, or network configuration to identify and resolve the issue.

By providing users with these specific troubleshooting tips, you can help them effectively resolve common issues related to dashboard settings and increase their productivity.

Setting up a dashboard that aligns with users' daily routines requires careful planning and implementation.

Here are best practices that can help you:

Custom views:

• Make sure the dashboard is customizable so users can customize their own views and layouts. This can be done through the ability to add, remove, or rearrange widgets.

Automatic updates:

• Implement automatic updates to ensure data is always up-to-date. This is especially important for high-use environments.

• You can enable this auto-refresh tool in the settings.

User guidance and training:

• Offer a user-friendly interface and instructions on how to use the dashboard.

• Train users regularly to ensure they understand all the features and capabilities of the dashboard.

Filters and views:

• Using filters can be very helpful when searching for documents, but also consider resetting filters to keep a consistent view of data.

Dashboard analytics:

• Monitor dashboard usage and collect feedback from users.

• Analyze which parts of the dashboard are used the most and what improvements can be made to further optimize the user experience.

Data visualization:

• Use engaging and meaningful data visualizations to present information quickly and understandably.

• Choose visualizations based on user needs and the type of data presented.

Security and privacy:

• Ensure the dashboard adheres to security standards and sensitive data is adequately protected.

• Implement access controls to ensure users can only access the data that is relevant to them.

By considering these best practices, you can create a dashboard that effectively aligns with users' daily routines and helps them make informed decisions.

This is where you can keep an eye on your tasks. You can pick between two different layouts – one is a bit more detailed than the other. You can also filter tasks by different criteria, like whether they're assigned to you or the status of the task.

Step 1: Investigate the Purchase Order

1. Check the Purchase Order from the Dashboard

• If the document status is Export Error:

  1. Locate the document on the dashboard.

  2. Click on it and then select the Fields Validation button to navigate back to the field validation screen.

• If the document status is Ready for Validation:

  1. Click on the document to proceed directly to the Field Validation screen.

• If the document is in Pending Approval status:

  1. Navigate to the Approval Screen.

  2. Next to the Invoice Line Items, locate the Purchase Order Table.

  3. Go to 3. Check for the Delivery Number step.

2. Verify the Purchase Order

1. On the Field Validation screen, ensure the correct Purchase Order is selected.

2. Once the correct Purchase Order is confirmed, click on the Purchase Order next to the extracted table, to open the Purchase Order Table view.

3. Check for the Delivery Number

• In the Purchase Order Table, look for the Delivery Number column:

  • If a Delivery Number is present, proceed to the Approval Screen and check again if it is present, when present go to Step 3.

  • If no Delivery Number is present, follow Step 2 to address this issue.

Step 2: Verify the Purchase Order in LN

Before sending the Purchase Order to DocBits, verify that the Delivery Number is correctly assigned in LN. Check the Purchase Order details in LN to ensure that it is complete and accurate. If the Delivery Number is missing or incorrect, this could be the cause of the export error.

If the Purchase Order appears correct and contains the necessary details, you can proceed to the next step.

Step 3: Open DocBits Settings

1. Open DocBits and go to the Settings section.

2. Navigate to Document Processing.

3. Select Export.

4. In the Export section, click on the three dots icon next to the export that is not working and select Edit.

5. In the Edit Export Settings menu, click Download the LN-Mapping file.

Step 3: Edit LN-Mapping File

1. Open the downloaded LN-Mapping file.

2. Search for the field IRF_ReceiptLine.

   • If the field IRF_ReceiptLine is present and set to nothing (empty), update it to TF_delivery_line.

   • If the field IRF_ReceiptLine is not present, add it to the file and set its value to TF_delivery_line.

3. For the field InvoiceReceiptFields, add ReceiptLine to the values.

It should look like the following:

Step 4: Add the Updated File Back to DocBits

1. Go back to the Export section in DocBits where you previously downloaded the LN-Mapping file.

2. Upload the edited LN-Mapping file with the new updates.

Step 5: Retry the Export

After confirming that the Purchase Order has a Delivery Number and ensuring the Export file is correct, follow these steps to retry the export:

1. Return to the Dashboard:

   • Go back to the dashboard and find the document with the export error.

2. Retry the Export Process:

   • Click on the document with the export error.

   • If the Purchase Order has a valid Delivery Number and the Export file is correct, proceed to retry the export.

3. Check the Export Result:

   • After retrying, check the export process again to see if the issue has been resolved and the document no longer shows as an export error.

   • If the export is successful, the issue should be resolved.

4. Further Investigation (if the problem persists):

   • If the issue persists after retrying the export, contact support for further investigation into possible configuration or system issues.

The task counter is located in the upper-right corner of the Dashboard home page.

This is where you can see how many documents are in your queue for processing

and how many documents are now ready for validation.

This section offers a detailed overview of all purchase orders. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.

The validation screen allows you to check, edit, and validate all the imported documents. You can see the name of the document, how many pages it consists of, the date it was imported, and its status. The actions button allows you to assign, restart, validate, or delete the document.

This section offers a detailed overview of all advanced shipments. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.

This section offers a detailed overview of all shipment orders. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.

To configure your settings, click on the User Icon located in the bottom-left corner of the screen. Here you can customize several options:

Language

• Select Preferred Language: Choose your desired language from the available options.

Dark Mode

• Switch to Dark Mode: Enable or disable Dark Mode for a more comfortable viewing experience.

User Settings

In this section, you can adjust the following preferences:

• Date Pattern: Customize how dates are displayed.

• Amount Formatting: Set your preferred format for numerical values.

• Name: Update your name.

• Password: Change your password for account security.

• Font Size: Adjust the text size for better readability.

• Dual Monitor Mode: Enable this feature if you’re using two monitors.

Logout

• Logout: Click here to securely log out of your account.

This section offers a detailed overview of all invoices. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.

Field Validation Shortcuts

When working within the field validation section, users can utilize these shortcuts:

• Enter – Moves the cursor to the next field in the validation sequence.

• Tab – Validates the current field and automatically jumps to the next field that requires validation, skipping already validated fields.

• Control + K – Opens the keyboard shortcut menu specific to the field validation section.

• Control + H – Opens the documentation page for more information and assistance.

• Space – Toggles a checkbox selection, allowing users to quickly mark or unmark options.

• Control + G / Alt + G – Moves the focus to the next group of related fields, helping navigate structured input sections efficiently.

• Control + F – Moves the cursor to the first field in the first group, allowing users to quickly return to the beginning of a form.

• Control + S / Alt + S – Saves the document, ensuring all entered data is stored.

• Options + R / Alt + R – Rejects the document, marking it as invalid or requiring further review.

• Control + T / Alt + T – Jumps directly to the table section of the document.

• Control + plus (+) / Alt + plus (+) Creates a new Table Line.

Step-by-step instructions on how to add tags to a table:

Step 1: Choose column names (tags)

• Select column names: Review the column names of your table and decide which tags to add.

Step 2: Press "Apply" button

• Press button: Once you have selected the appropriate tag for a column, press the "Apply" button next to the selected column and tag.

Step 3: Add tag to the table

• Add tag: The selected tag will be added to the table as an additional column next to the corresponding column.

Step 4: Save or Delete Tag

• Save Tag: Press the Save button to save the desired tag

• Delete Tag: To delete the selected tag, press the Delete button

Here is a detailed explanation of each column and the possible tags:

Position:

Description: Position or order of the item within the order.

Tag: Integer

Example: 1, 2, 3...

Description:

Description: Short description of the item.

Tag: Text

Example: Screw, Nut, Widget...

Purchase Order:

Description: The number of the associated order.

Tag: Alphanumeric

Example: PO12345, PO98765...

Quantity:

Description: Number of units ordered.

Tag: Number

Example: 100, 50, 200...

Unit:

Description: Unit of measurement (e.g., piece, kilogram).

Tag: Text

Example: Pcs, kg, l...

Unit Price:

Description: Price per unit of the item.

Tag: Currency

Example: €10.00, €5.50, €100.00...

Net Amount:

Description: Total price before deductions and taxes (calculated as quantity * unit price).

Tag: Currency

Example: €1,000.00, €275.00, €10,000.00...

Discount:

Description: Absolute discount amount applied to the net amount.

Tag: Currency

Example: €50.00, €20.00, €500.00...

Discount Percentage:

Description: Discount percentage applied to the net amount.

Tag: Percent

Example: 5%, 10%, 15%...

VAT:

Description: Amount of VAT applied to the item.

Tag: Currency

Example: €200.00, €55.00, €1,900.00...

Total Amount:

Description: Final amount after discount is deducted and VAT is added.

Tag: Currency

Example: €1,150.00, €310.00, €11,400.00...

Country of Origin:

Description: Country where the item was manufactured or shipped.

Tag: Text

Example: USA, Germany, China...

Item Number:

Description: Unique identifier or SKU for the item.

Tag: Alphanumeric

Example: 987654, A12345, Z98765...

Delivery Note Number:

Description: Number of the associated delivery note.

Tag: Alphanumeric

Example: DN56789, DN12345...

Sentence (additional information):

Description: Additional comments, codes or relevant information.

Tag: Text

Example: Comment, Specification...

With this structure and tags, the table is more clearly defined and the information can be better categorized and processed.

The AI Extracted Table feature allows users to easily manipulate and customize the extracted data from the invoice document. Here are the key capabilities and usage instructions:

• Deleting Columns: If certain columns in the extracted table are not needed, users can easily remove them by clicking the "Delete column" icon (represented by three vertical dots) next to the column header. This helps declutter the table and focus only on relevant information.

• Changing Currency Format: The currency format can be changed by selecting the desired format from the dropdown menu next to the "Currency" field. This ensures that the currency values are displayed in the preferred format, making it easier to interpret and analyze the financial data.

• Showing/Hiding Non-Mapped Columns: By default, only the mapped columns (columns with extracted data) are visible in the table. However, users can choose to show or hide the non-mapped columns by clicking the "Hide non mapped columns" or "Show non mapped columns" button at the bottom of the table. This feature is useful when users want to review all available columns, even if they don't currently contain data.

• Changing Table Headers: The table headers (column names) can be modified by clicking on the header and entering the desired name. This feature allows users to customize the column names to better align with their terminology or preferences, making the data more readable and understandable.

These features provide users with flexibility and control over the extracted data, enabling them to tailor the information according to their specific needs and preferences. The AI Extracted Table aims to enhance the user experience by offering a seamless and intuitive way to interact with and analyze invoice data.

Overview:

The validation screen in DocBits is designed to verify the accuracy and completeness of data contained within documents before they are processed or saved. This functionality is crucial for ensuring that all data is correctly read and processed, thereby maintaining data integrity and quality.

Detailed Description of the Validation Screen's Purpose and Use

Purpose of the Validation Screen

• Ensuring Data Quality: The validation screen checks the accuracy and completeness of extracted data to prevent the entry of incorrect or incomplete information.

• Data Integrity: It ensures that the data complies with specified requirements and standards.

• Error Prevention: By facilitating early detection and correction of errors, the validation screen helps mitigate potential issues during subsequent data processing.

• User Friendliness: The system provides immediate feedback to users when errors or inconsistencies are detected, allowing for prompt corrections.

• Compliance: The validation screen helps ensure adherence to legal and organizational regulations and standards.

• Efficiency: It reduces the effort required for future corrections and minimizes the need for manual checks.

Using the Validation Screen

• Automatic Data Extraction:

  • Optical Character Recognition (OCR): Automatically reads text from scanned documents or images.

  • Structured and Unstructured Data: Processes data from various document types, including forms, invoices, and contracts.

• Checking and Validating Data:

  • Format Validation: Ensures that data is in the correct formats (e.g., date formats, phone numbers, email addresses).

  • Required Fields: Confirms that all mandatory fields are completed.

  • Range Checking: Validates numeric data to ensure it falls within specified limits.

  • Consistency Checking: Verifies that related data fields contain consistent information (e.g., ensuring start and end dates align).

• User Interaction and Troubleshooting:

  • Error Messages: Displays clear and actionable error messages when data does not meet validation requirements.

  • Manual Review and Correction: Allows users to manually review and amend data when automatic validations fail.

• Data Cleaning and Standardization:

  • Automatic Correction: Suggests or performs automatic corrections when errors are detected.

  • Data Formatting: Standardizes data formats to ensure consistency across datasets.

• Security and Access Rights:

  • Input Filters: Protects against malicious inputs through robust validation and filtering mechanisms.

  • Access Control: Ensures that only authorized users can access and modify sensitive data.

• Data Consistency:

  • Cross Validation: Checks for consistency among related data fields (e.g., validating that start and end dates align).

  • Duplicate Entries: Prevents duplicate entries within the database.

• User Guidance:

  • Error Messages: Provides specific and understandable error messages when entries do not comply with requirements.

  • Help and Hints: Offers help texts or tooltips to assist users in entering data correctly.

In summary, the validation screen in DocBits is instrumental in ensuring the quality of extracted data, facilitating early error detection and correction, and enhancing the overall efficiency of data processing workflows.

Overview

Save Button:

• Save Button:

  • Purpose: Saves the current state of the document or script being worked on.

  • Use Case: After making changes or annotations to a document, use this button to ensure all modifications are saved.

Add special Rules:

• Add Special Rules / Add Script in DocBits:

  • Purpose: Allows users to implement specific rules or scripts that customize how documents are processed.

  • Use Case: Use this feature to automate tasks like data extraction or format validation, enhancing workflow efficiency.

Fuzzy Fields:

• Fuzzy Fields:

  • Purpose: Helps in identifying and correcting fields where the data may not be a perfect match but is close enough.

  • Use Case: Useful in data validation processes where exact matches are not always possible, such as slightly misspelled names or addresses.

Required fields:

There are fields that are required for further editing, these can be edited in the settings.

Use the tool tip to find out if:

• Is it a mandatory field (required)

• Validation required

• Low confidence

• Full tax amount missmatch

Required Fields:

• Purpose: Identifies mandatory fields within documents that must be filled out or corrected before further processing.

• Use Case: Ensures that essential data is captured accurately, maintaining data integrity and compliance with business rules.

Magnify Glass:

• Magnifying Glass (Magnify Glass):

  • Purpose: Provides a zoomed-in view of a selected area of the document.

  • Use Case: Helps in examining fine details or small text in documents, ensuring accuracy in data entry or review.

Open new window:

• Open New Window:

  • Purpose: Opens a new window for side-by-side document comparison or multitasking.

  • Use Case: Useful when comparing two documents or when referencing additional information without leaving the current document.

Keyboard shortcuts:

1. Keyboard Shortcuts:

   • Purpose: Allows users to perform actions quickly using keyboard combinations.

   • Use Case: Enhances speed and efficiency in document navigation and processing by minimizing reliance on mouse navigation.

Tasks:

To share internal information, you can create tasks and assign them to a specific employee or group within the company.

• Tasks:

  • Purpose: Enables users to create tasks related to documents and assign them to team members.

  • Use Case: Facilitates collaboration and task management within teams, ensuring everyone knows their responsibilities.

Approval History

Note: The approval history must be activated before it can be displayed here.

Approval History:

• Purpose: Displays document approval history in field validation, with red indicating rejected and the app's color indicating approved.

• Use Case: Useful for organizations that require a transparent record of approval actions during field validation.

Annotation mode:

You can leave annotations on a document. This can be helpful to leave information for other users who further edit this document.

• Annotation Mode:

  • Purpose: Lets users leave notes or annotations directly on the document.

  • Use Case: Useful for providing feedback, instructions, or important notes to other team members who will work on the document later.

Merge:

Documents can be merged here, for example if a page of an invoice was missing, these pages can be merged later in this way without the entire document having to be deleted or re-uploaded.

• Merge Documents:

  • Purpose: Combines multiple documents into a single file.

  • Use Case: Handy in scenarios where parts of a document are scanned separately and need to be consolidated.

OCR view:

In the OCR view, the text is automatically filtered from the document. This is used to recognize relevant features, such as the postal code, contract number, invoice number and the sorting of a document.

• OCR View:

  • Purpose: Automatically recognizes text within documents using Optical Character Recognition technology.

  • Use Case: Streamlines the process of digitizing printed or handwritten texts, making them searchable and editable.

Create ticket:

Unlike tasks that are passed on internally within the company, this support ticket is important to notify us and to immediately create a ticket in the event of errors and/or discrepancies. This makes the process much easier because you can immediately send the bug with the appropriate document. There is also the option to set priority, take a screenshot of the document or upload one.

• Create Ticket:

  • Purpose: Allows users to report issues or discrepancies by creating a support ticket.

  • Use Case: Essential for quick resolution of problems and bugs, helping maintain the integrity and smooth functioning of the system.

Document skript Logs:

Scripts can be created in the settings under Document Types; this information will then be displayed here.

• Document Script Logs:

  • Purpose: Displays logs related to scripts that have been implemented for different document types.

  • Use Case: Useful for tracking and debugging script actions on documents, helping users understand the automated processes and correct any issues.

More settings:

Document Flow:

There you will find the flow of the document

• Purpose: Shows the sequence and progression of document processing within the system.

• Use Case: Helps in tracking document status through different stages, ensuring that all necessary processing steps are followed.

Go to layout Template:

• With this option you will be redirected and can edit your layout or use the default template

• Go to Layout Template:

  • Purpose: Redirects users to a layout editor where they can modify existing templates or apply a default one.

  • Use Case: Enables customization of document layouts to meet specific business needs or preferences, enhancing the document’s visual and functional alignment with company standards.

Use E-Text if Available

• Purpose: Enables DocBits to use e-text for all documents from a specific supplier if available, improving extraction accuracy.

• Use Case: Enhances text extraction by leveraging embedded text instead of OCR, which can lead to more precise results for this supplier.

Supplier-Based AI Model

• Purpose: Allows selection between three different AI models to optimize extraction results for a specific supplier.

• Use Case: Ensures better extraction accuracy by choosing the most suitable AI model for each supplier’s document structure and content.

A guide to uploading documents to DocBits.

The PO matching screen has dedicated shortcuts to streamline the matching process:

• Tab – Moves between different menu points on the sidebar, allowing quick navigation without clicking.

• Control + M – Moves between the buttons available in the PO matching section, helping users efficiently navigate action options.

• Enter – Selects or clicks the currently focused button, confirming actions without needing to use the mouse.

• Control + H – Opens the documentation for PO matching, providing immediate access to assistance.

• Control + K – Opens the keyboard shortcuts menu, displaying all available shortcuts for this section.

• Control + D – Enables or disables the purchase order training mode, allowing users to switch between normal and training modes.

• Control + A – Performs automatic purchase order matching.

• Control + S – Saves the document, ensuring all modifications are stored properly.

• Control + R – Rejects the document, marking it for revision or additional verification.

• Control + E – Exports the document, generating an export file based on the applied settings.

• Control + F – Opens the purchase order search function, allowing users to quickly locate specific purchase orders.

• Control + P – Selects the first row of the purchase order lines, making it easy to begin working with order data.

• Control + L – Selects the first row of the invoice lines, allowing quick access to invoice details.

• Control + Left Click – Selects or unselects rows of the purchase order, enabling flexible selection of multiple entries.

• Control + C / Alt + C – Selects purchase order rows to begin mapping to invoice lines, setting up the mapping process.

• Control + V / Alt + V – Maps the selected purchase order lines to the invoice lines, linking data efficiently.

• Option + Shift + Left Click – Selects all purchase order lines between the first selected and the last selected row, simplifying the bulk selection process.

Introduction

This document provides a comprehensive guide on how to use the Purchase Order Matching system within your ERP platform. The PO Matching system automates the reconciliation of purchase orders with incoming invoices, ensuring that financial transactions are accurate and discrepancies are addressed promptly.

Getting Started

To begin using the PO Matching system, ensure that you have the necessary permissions set up by your system administrator. You will need access to both the purchase order data and the corresponding invoice data within the system.

System Requirements

• Access to purchase order and invoice modules within the ERP system.

• Appropriate user permissions for viewing and matching financial documents.

Key Features

• Automatic Data Extraction: Automatically extracts and interprets data from digital invoices.

• Data Comparison: Compares extracted invoice data against existing purchase order data.

• Match Verification: Verifies matches based on predefined rules and tolerances.

• Discrepancy Reporting: Identifies and reports any discrepancies between invoices and purchase orders.

• Audit Trail: Maintains a log of all actions for compliance and review.

User Interface

The PO Matching system interface typically includes the following components:

• Dashboard: Overview of matching status and recent activity.

• Search and Filter Tools: Capabilities to search and filter purchase orders and invoices.

• Matched Records: Section displaying successfully matched records.

• Discrepancies: Section showing records with discrepancies needing review or action.

• Reports: Access to detailed reports and export options.

Step-by-Step Guide to Using PO Matching

1. Access the PO Matching Module

Navigate to the PO Matching module from the main menu of your ERP system.

2. Import or Access Invoices

• Automated Import: If your system is set up for automated data capture, invoices will be imported automatically into the system.

• Manual Upload: If necessary, manually upload invoice files into the system using the provided interface.

3. Review Automatically Matched Invoices

• Review invoices that have been automatically matched with purchase orders.

• Verify the details of the match, including item numbers, quantities, and prices.

4. Handle Discrepancies

• Access the Discrepancies section to review any invoices that could not be automatically matched.

• Manually adjust quantities or prices as needed, or flag the invoice for further review.

5. Manual Matching

For invoices not automatically matched:

• Use the search and filter tools to find the corresponding purchase order.

  • Ctrl + Click: Allows you to single-select multiple, non-contiguous lines one at a time. Each click on a line with Ctrl pressed toggles the selection of that line.

  • Shift + Click: Enables you to multi-select a range of lines. You Shift + Click on the starting line, then Shift + Click on the ending line, and all lines in between are selected.

• Manually verify and match the invoice to the purchase order.

Overview

This feature helps you manage and reconcile item numbers between your system and your suppliers. Often, the item numbers you use internally may not match the item numbers your suppliers use. Docbits makes it easier to handle these discrepancies by creating a mapping between your item numbers and those of your suppliers.

How It Works

1. Manual Matching:

   • The first time you encounter a discrepancy between your item number and your supplier's item number, you need to match them manually.

   • You can do this by entering the correct supplier item number corresponding to your internal item number.

2. Automatic Matching:

   • Once you have manually matched an item number with its supplier's item number, Docbits remembers this mapping.

   • The next time the same item appears, Docbits will automatically match it based on the stored mapping, saving you time and reducing errors.

Interface Breakdown

• Supplier ID: The unique identifier for the supplier.

• Item Number: Your internal item number for the product.

• Supplier Item Number: The corresponding item number used by the supplier.

• Action: Options to manage the mappings, such as deleting incorrect mappings.

Benefits

• Efficiency: Reduces the need for repeated manual entry, making the process faster.

• Accuracy: Minimizes errors by ensuring that item numbers are correctly matched.

• Convenience: Simplifies the workflow by automating the matching process after the initial manual entry.

Docbits is an advanced system designed to automate the matching of purchase order data (POs) with incoming invoice documents. This tool is specifically designed for efficient management and processing of invoice data within ERP systems. This documentation explains the basics of automatic matching through Docbits and defines the specific rules required for successful matching.

Fundamental Principles of Auto Matching in Docbits

Data Extraction: Docbits begins the process by extracting relevant data from digitized invoice documents. Typically, this data includes item numbers, quantities, and unit prices of each invoice line. The precision of this extraction is crucial, as it forms the basis for the subsequent matching process.

Comparison with PO Data: The extracted data are compared with the corresponding information in the stored purchase orders. Docbits checks whether the item numbers, quantities, and prices match those in the POs. For a successful match, the data in the invoices must correspond to the data in the purchase orders, considering defined tolerance thresholds.

Automatic Matching: Based on the comparison results, Docbits performs the matching. The system verifies whether the matching criteria fall within the set tolerance limits. If these criteria are met, the match is considered successful.

Reporting: After completing the matching process, Docbits generates reports that show the status of the matches. These reports inform about successfully matched invoices and identify those with discrepancies.

Definition of Matching Rules

Item Number: The item number on the invoice must exactly match the item number in the purchase order. There is no tolerance for deviations in item numbers.

Quantities: The quantity of goods delivered on the invoice may vary within a predefined tolerance range. Typically, a tolerance of ±5% might be acceptable to account for minor differences in delivery quantities.

Prices: Price deviations are tolerable up to a set threshold. A common tolerance might be ±2% of the price to accept slight differences in price statements that arise from rounding differences or currency fluctuations.

Match Status:

• Full Match: All data points (item number, quantity, and price) are within the set tolerance limits.

• Partial Match: One or more data points deviate outside the tolerance limits, but the deviations are minimal and require manual review.

• No Match: Significant deviations in one or more data points that require immediate correction or further investigation.

The precise definition of these rules and the setting of tolerance limits are crucial for the efficiency of the automatic matching and the reduction of manual interventions. Docbits allows for flexible configuration of these parameters to meet the needs of various businesses and industries.

Introduction

Welcome to the Accounting for Cost Invoice and Indirect Sales module! This module is designed to help you efficiently manage and reconcile your financial transactions within your ERP system. With features like automatic data extraction, document matching, and detailed tracking, you can ensure that your financial records are accurate and up-to-date.

Getting Started

To start using the accounting module, make sure you have the necessary permissions set up by your system administrator. You will need access to both the cost accounting and sales accounting modules within the ERP system.

System Requirements

• Access to the cost accounting and sales accounting modules within the ERP system.

• Appropriate user permissions for viewing and processing financial documents.

Key Features

1. Automatic Data Extraction: Automatically extracts and interprets data from digital invoices and other documents.

2. Data Comparison: Compares extracted invoice data against existing purchase order data.

3. Match Verification: Verifies matches based on predefined rules and tolerances.

4. Discrepancy Reporting: Identifies and reports any discrepancies between invoices and purchase orders.

5. Audit Trail: Maintains a log of all actions for compliance and review.

6. Document Training: Train the system to recognize new documents with minimal effort, typically only once.

7. Amount Splitting: Split amounts by department for detailed financial tracking.

8. Ledger Account Definition: The APS (Accounting and Procurement System) team can define the ledger account once the data is extracted.

User Interface

The accounting module interface typically includes the following components:

• Dashboard: Overview of invoice and sales status, and recent activity.

• Search and Filter Tools: Capabilities to search and filter invoices and sales records.

• Matched Records: Section displaying successfully matched records.

• Discrepancies: Section showing records with discrepancies needing review or action.

• Reports: Access to detailed reports and export options.

Step-by-Step Guide to Using the Accounting Module

1. Access the Accounting Module

Navigate to the accounting module from the main menu of your ERP system.

2. Import or Access Invoices

• Automated Import: If your system is set up for automated data capture, invoices will be imported automatically into the system.

• Manual Upload: If necessary, manually upload invoice files into the system using the provided interface.

3. Review Automatically Matched Invoices

• Review invoices that have been automatically matched with purchase orders.

• Verify the details of the match, including item numbers, quantities, and prices.

4. Handle Discrepancies

• Access the Discrepancies section to review any invoices that could not be automatically matched.

• Manually adjust quantities or prices as needed, or flag the invoice for further review.

5. Manual Matching

For invoices not automatically matched:

• Use the search and filter tools to find the corresponding purchase order.

• Manually verify and match the invoice to the purchase order.

6. Train the System

• For new document types, train the system to recognize them by providing a sample.

• Typically, you only need to train the system once for it to accurately recognize similar documents in the future.

7. Record Bookings

• Navigate to the "Line items" tab to view and record bookings for each invoice.

• Allocate the amounts to the appropriate accounts, cost centers, and dimensions specific to Infor LN/M3.

Example: Booking a Cost Invoice

1. Select Line Item: Choose the line item for the cost invoice.

2. Assign Account: Assign the appropriate account, such as "71200 - Non-Operating Expense".

3. Set Dimensions: Set additional dimensions like cost center, product group, and project.

4. Split Amount: If necessary, split the amount by department for more detailed tracking.

5. Enter Amount: Enter the amount for the line item.

8. Define Ledger Accounts

• Once the data is extracted, the APS team can define the ledger accounts.

• This ensures that each transaction is recorded under the correct account for accurate financial reporting.

9. Generate Reports

• Access the "Reports" section to generate detailed reports on financial transactions.

• Use export options to save reports for further analysis or record-keeping.

Example Usage

1. Uploading Documents: Users can upload various documents (invoices, delivery notes, etc.) to the system.

2. Automatic Matching: The system automatically matches the uploaded documents with existing purchase orders.

3. Reviewing Matches: Users can review the matches, verify details, and see status indicators.

4. Resolving Discrepancies: Any mismatches or discrepancies are highlighted for the user to manually review and correct.

5. Exporting Data: Matched data can be exported for further processing or record-keeping.

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With the Webhook API provided below, you can easily transfer documents directly to DocBits with a simple POST request. This API is designed to simplify the process of uploading files to DocBits, and all the necessary parameters are already filled in for you.

To get started, simply go to the following page (depending on the environment you are using):

PROD: https://api.docbits.com/docs#/document/process_documents_document_process_documents_post

SANDBOX: https://sandbox.api.docbits.com/docs#/document/process_documents_document_process_documents_post

STAGE: https://stage.api.docbits.com/docs#/document/process_documents_document_process_documents_post

Make a call to the API using your API key. You can also include the file you want to upload as a parameter in your call.

Here you just need to enter the required information for your email provider, encryption, server name, port, username, email address, password as well as the email folder.

Things to Note

• Input all needed information into the UI. Other information like the server, port, etc. Depends on the host (a quick Google search should help).

• Folder and Move-Imported have the same Function here. Folder can not be disabled, but will use Inbox by default if left empty.

If you would like to integrate your SFTP with DocBits in order to import documents.

Requirements

• Correctly configured, Linux compatible SFTP Server

• SFTP Hostname, Username and Password

• Dedicated Import folder

Import Configuration

From the Dashboard, open Settings and navigate to Import. Under FTP Import, select to add a new configuration.

Enter SFTP credentials in the given spaces and select save (The API Key field will automatically be filled with the API Key of the environment you are working on).

Once you have entered all the necessary details of your SFTP, click SAVE.

FTP File Archiving

1. Enable File Archiving

   • Locate the "File Archiving" option.

   • Toggle the switch to the "On" position to enable archiving.

2. Select the Archive Directory

   • Once the "File Archiving" switch is enabled, a field will appear allowing you to specify the directory path for archived files.

   • Select the desired folder path on the SFTP/FTP server where the archived files should be stored.

3. Save Changes

   • Click the Save button to apply the changes.

Go to the Settings menu and select “Import” under Document Processing.

Scroll to the bottom of the page and select the NEW button to create a new email import.

After pressing NEW, the following menu will be shown to you.

Here you can select which Protocol you would like.

Technical Support in DocBits

Help Icons

Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing.

These help icons look as follows

Create a Ticket

This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits.

This feature is located in the menu above the document preview area, like below

Once clicked, the following ticket form will be displayed to you.

This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file.

Here you just need to enter your desired sub organization and press ‘Authenticate’

You will be taken to this Microsoft page and you will need to enter a code.

This code can be found by clicking back to DocBits and the code will be displayed there like below, simply copy the code and enter it into the Microsoft page. Thereafter you will need to enter your own Microsoft credentials.

Press the FINISH AUTHENTICATION button and you will be taken to this menu

Use Folder

If you are using a folder other than your inbox, enter the folder name after enabling the slider.

Use Shared Mailbox

If you want the email import to access an inbox or a folder of a shared mailbox, input the email address here after enabling the slider.

Move imported emails to trash

If you want to import all emails, not just the unread ones, and have them moved to trash then activate this. If not, it will only check for unread emails, import the documents, set the email to read and leave it in its current place.

In the event of you receiving an error message indicating you do not have the rights to establish such a connection, someone with admin rights within Azure would need to authorize this connection. For more information, visit the following page: https://learn.microsoft.com/en-us/entra/identity/enterprise-apps/grant-admin-consent?pivots=portal#grant-tenant-wide-admin-consent-in-enterprise-apps

If you’re looking to import documents manually into DocBits, follow these simple steps:

• Click on the Upload button on the DocBits Dashboard.

• A window will appear where you can upload your documents via file browser or drag and drop. You can upload up to 10 documents at once.

• To upload documents via file browser, click on the Upload Documents button and select the files you want to upload. Once you’ve selected the files, click on Confirm to start the upload process.

• Alternatively, you can drag and drop your files onto the DocBits import window.

• After the files have been uploaded, they will have the initial status of “Running”. During this time, the upload is being processed and editing the file is not possible. The processing time may vary depending on the size and complexity of the file.

• Once the file has been processed, it will receive the status of “Ready For Validation”. You can now start the validation process.

This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits.

This feature is located in the menu above the document preview area, like below

Once clicked, the following ticket form will be displayed to you.

This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file.

Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing.

These help icons look as follows

Welcome to the DocBits Beginner Course, your comprehensive guide to revolutionizing document management for your business!

In today's complex financial environment, managing order confirmations, delivery bills, invoicing, and cost accounting is no small feat. That's where DocBits shines. With over 20 integrations and unparalleled compatibility with Infor CloudSuite, LN, and M3, DocBits stands apart from other solutions on the market.

In this comprehensive video guide, viewers are introduced to the DocBits dashboard and its array of functionalities. From filtering and managing open documents to importing attachments via various channels such as email, scanner, or API, the tutorial offers a step-by-step walkthrough.

In this video, viewers are introduced to DocBit‘s user-friendly interface, specifically focusing on document validation. The tutorial emphasizes the simplicity of the system, where no coding or complex formulas are required.

Explore the revolutionary capabilities of DocBits, a state-of-the-art document handling tool that simplifies the complexities of table extraction, Purchase Order (PO) matching, and cost invoice management.

In this video, we delve into the unique features of DocBits, focusing on the AI table extraction that effortlessly handles even the most intricate table layouts. With an accuracy rate of up to 95%, the system automates extraction, allowing you to focus on what truly matters.

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In our document processing system, we handle a large volume of documents from multiple customers daily. To ensure that every customer's documents are processed in a timely manner, we have implemented a sophisticated priority system. This system dynamically adjusts priorities based on the number of pending documents a customer has, ensuring fairness and efficiency. Let's dive into how this priority system works and when the task counter is reset.

Key Concepts of the Priority System

Our priority system revolves around a few key concepts:

1. Pending Documents: This is a count of the documents a customer has submitted but are yet to be processed.

2. Reset Interval: The system periodically resets the pending document count to zero to ensure that no customer can monopolize the processing resources indefinitely.

How the Priority is Determined

Here's a step-by-step explanation of how the priority for processing documents is determined:

1. Tracking Pending Docuemnts: Each customer has a count of pending documents. This count helps us know how many documents are waiting to be processed for each customer.

2. Resetting the Count: To maintain fairness, we reset the pending documents count to zero if a set amount of time (the reset interval) has passed since the last update. This interval is set to 1500 seconds (or 25 minutes) by default.

3. Updating the Count: If the reset interval hasn't passed, we reduce the pending documents count by one each time we check, simulating the processing of a document.

4. Setting Priorities: The priority for processing tasks is based on the number of pending documents. The fewer the pending documents, the higher the priority, meaning those tasks will be processed sooner. We have specific thresholds to assign priority levels from 1 (highest priority) to 9 (lowest priority).

Priority Levels

The priority levels are assigned based on the pending documents count as follows:

• Priority 9: If the pending documents count is less than -20

• Priority 8: If the pending documents count is less than -14

• Priority 7: If the pending documents count is less than -12

• Priority 6: If the pending documents count is less than -10

• Priority 5: If the pending documents count is less than -8

• Priority 4: If the pending documents count is less than -6

• Priority 3: If the pending documents count is less than -4

• Priority 2: If the pending documents count is less than -2

• Priority 1: If the pending documents count is greater than or equal to -2

When the Counter is Reset

The pending documents counter is reset to zero if more than the reset interval (1500 seconds) has passed since the last update. This mechanism ensures that no customer can accumulate pending documents endlessly and hog the system resources. By periodically resetting the counter, we guarantee that every customer gets a fair share of processing time.

If you're using DocBits Supplier Portal, it's important that you understand the different statuses that your suppliers can have. Here’s a complete list of all the possible supplier statuses in DocBits:

• Open: Existing supplier who has not yet been invited

• Pending Registration: Supplier has been invited to the supplier portal

• Pending Supplier Input: Awaiting changes from the supplier after he completed the registration

• Pending Approval: Supplier has finished registration, is waiting for the first approval

• Pending AP Approval: Supplier has been approved the first time, awaiting second approval

• Approved: Supplier has been approved

• Rejected: Supplier has been rejected