E2D - Draft Purchase Invoice Editor

Draft Purchase Invoice Editor - Overview

The whole idea of E2D is to streamline the process of inputting details of an invoice into Aqilla. Aqilla harnesses the power of AI to automate this process for you and require fewer manual inputs, all you make you workflow quicker and boost the users productivity.

After selecting a invoice in the Email overview, you will come across the Draft Editor page (as shown below). This is where details from the invoice is scanned, mapped out to it the respective header and line fields and extracted into Aqilla to produce a new journal.

Upon selecting an invoice from the Email Overview, you’ll be directed to the Draft Editor page. Here, details from the Purchase Invoice are scanned and seamlessly extracted into Aqilla.

Powered by AI, Aqilla intelligently scans the invoice and maps the data to the appropriate header and line fields.

The system generates a confidence rating to indicate the accuracy of the extracted data. Fields like Document Date typically receive a high confidence score, as Aqilla identifies closely matching terms, such as “Invoice Date,” on the invoice.

Aqilla streamlines supplier account assignment by automatically scanning invoices to extract key details, such as the supplier’s name (e.g., Hudson Holdings) and address. It cross-references this information with the Supplier and Creditor Accounts lists in References to identify the closest match. Once the correct account is found, Aqilla auto-populates the supplier details in the Header field. If the assigned supplier is incorrect, you can easily modify it by selecting the appropriate account. The yellow textbox provides real-time search suggestions for relevant accounts as you type, enhancing efficiency and accuracy.

The detection accuracy for certain fields may fall below 99% due to variations in header names between the system's line fields and the document's text.

For example, if the "TAX Amount" field is labelled as "VAT Amount" on an invoice, Aqilla will intelligently recognise this discrepancy and assign a lower accuracy rating. This feature assists users in reviewing and correcting information before processing the invoice.

UI Functions

Function	Description
	The “Previous” and “Next” buttons let you switch between invoices without returning to the emailed list.
Back	This returns you to the list of emailed PIs in the Draft Purchase Invoice inbox.
Settings	This opens a settings pane to configure how the system selects and highlights detected fields. You can adjust colours, lines, and outlines.
Save	This saves changes made in the Draft Editor. A blue icon means no unsaved changes; red indicates unsaved updates requiring saving.
Download	This lets you download the Purchase Invoice from the editor as a PDF.
Process	Use this after completing Header and Line fields to process the extracted data and create a Purchase Invoice.
	The Add and Delete buttons let you add or remove lines in the purchase invoice within the Line Fields.
	Invoices will be filtered using the configured automation rules.

Settings

The settings pane allows various visual customizations to how to view the draft editor. Here you can amend the colours used to highlight the fields and the behavior of them.

Outline Targets

Fields highlighted in green or red on the invoice (as shown in the example) indicate data intelligently detected and extracted by the system. You can choose to outline these fields or disable this feature.

Show Lines

This self-explanatory option displays the lines connecting the data in the Line/Header field to the corresponding data on the invoice.

Colour Indicators

Good Color: Indicates data extracted with high confidence, deemed accurate. Default: Green.
Problem Color: Highlights data extracted with lower confidence, potentially prone to errors. Default: Red
Changed Color: Appears when data in the Line/Header field is manually altered and differs from the invoice's sourced data. Default: Purple.

Header Fields

Field	Description	Automatic Detection?	Mandatory?	Notes
Supplier	The system automatically assigns the Supplier Code by scanning the supplier's address on the invoice and cross-referencing it with the Supplier/Creditor Reference data stored in your instance.	Yes	Yes
Originator Reference	The originator reference will retrieve the reference used on the invoice, which differs from the transaction reference used in documents created in Aqilla.	Yes	No
Document Date	The document date will be extracted from the Invoice Date on the invoice.	Yes	Yes
Due Date	The system will retrieve the "Due Date" as indicated on the invoice.	Yes	No	If there is no Due date on the invoice, then it will leave the field blank.
Currency	If the invoice is in a foreign currency and specifies the currency type, the system will recognize and process it accordingly.	Yes	No
Currency Rate	This field works in tandem with the Currency field and will be mandatory for retrieving the invoice rate whenever a currency type is detected.	Yes	No
Invoice Total	The invoice total will automatically reflect the gross total shown near the bottom of the invoice.	Yes	No

Line Fields

The Line Fields section includes fields for each line item on the invoice. If the invoice contains multiple line items, you can navigate through multiple pages to review the line fields and ensure all relevant fields are accurately captured and matched.

Field	Description	Auto Detection?	Required?	Notes
Description	This field extracts the description from the invoice, preserving the exact wording.	Yes	No	By default, this does not reference any item description stored in your inventory system.
Quantity	Though optional, the system defaults the quantity to 1 for each line item.	Yes	No
Unit Price	This field extracts the unit price from the line, excluding net or gross prices.	Yes	Yes
Discount Percent	This optional field remains blank if no discount price is specified.	Yes	No
Tax Amount	The tax amount extracts the Tax/VAT figure from the invoice line, based on the net price.	Yes	No	This field remains blank with zero if no VAT/tax figure is detected.
Cost Account	This mandatory field requires manual input. Since the cost account is sourced from Aqilla's reference data, the invoice does not include or detect this information.	No	Yes
VAT Rate	This field retrieves the VAT rate applied to each line item and is required.	Yes	Yes