AI-generated summary of the article below:
NextAI Header Recognition is an AI feature within AP Automation that automatically recognises header data from PDF invoices without fixed templates, speeding up and simplifying processing. It works only with PDF invoices, replaces SmartScan, and requires no template configuration. Recognised data such as supplier, invoice number, and date are shown for verification. Line recognition and support for other formats are (not yet) available. Activation may require an additional licence.
What is nextAI - Header Recognition?
Header Recognition is a nextAI AI feature within AP Automation for automatically recognising data on PDF invoices. With Header Recognition, key header data from invoices are recognised without using fixed templates. This allows invoices with different layouts to be processed faster and more consistently.
Within Header Recognition, it is possible to use a feedback button, enabling you to apply your own prompts for supplier-specific adjustments to the recognition.
The functionality is developed to limit manual input and simplify the processing of incoming invoices.
When do you use it?
Header Recognition is used when processing PDF invoices within AP Automation when nextAI is activated. Typical applications:
- Suppliers who do not send XML invoices
- Much better recognition than OCR solutions (such as SmartScan)
- Situations where standard header fields must be automatically recognised, such as invoice number, invoice date, and total amount.
Electronic invoices (such as XML invoices) are outside the scope of nextAI and are processed directly by AP Automation.
How does it work?
Step 1: Activate nextAI *
NextAI is already active in recently delivered environments; this step only needs to be performed for environments currently still using SmartScan.
Once nextAI is active, SmartScan is no longer used and existing templates are not applied.
Step 2: Submit invoice
The PDF invoice is submitted as usual via the 'classification inbox'; the linked mailbox(es) already set up for AP Automation.
NextAI analyses the entire document in one step.
Step 3: Determine company administration
The correct company administration must be recognisable in advance; this can be linked to the email address where the invoices are received or can be recognised on the invoice based on the salutation.
For this, the 'Company search terms' must be set up by the administrator in the application.
Step 4: Automatic header recognition
NextAI automatically recognises the main header fields, including:
- Supplier (based on IBAN number, VAT number, Chamber of Commerce number)
- Invoice number
- Invoice date
- Amounts and VAT information
- Header text
The header recognition functionality is provided with standard setup after activation and requires no additional configuration before it can be used.
Step 5: Check and process
The recognised header data are shown for verification and can then be processed further in the invoice process. If necessary, adjustments can be made to the AI recognition via a 'feedback' button using your own prompts.
Practical tips
- Ensure well-readable PDF invoices for optimal recognition. Preferably generated by a system. Otherwise, contact your supplier.
- Always check the recognised header data for new suppliers or unusual invoice layouts.
Frequently asked questions
My order number is not recognised correctly on processed invoices; what can I do?
Check the 'Company Settings' to see if the PO-regex settings are specified and match your order number range. If no values have been specified, ensure these are filled in.
For assistance, a ticket can be submitted to Support.
If regex values are already specified, check their validity using a validation tool, for example: https://regex101.com/
What are examples of good prompts for customised processing?
- “Use the description from the first line as the invoice description.”
- “If the phrase ‘reverse charge’ appears, set VAT to shifted.”
- “Combine the ‘Description’ column and ‘Article number’ column into one line description.”
- “Recognise the order number only if it starts with ‘PO’ followed by digits.”
- “Add costs with the text ‘freight’ as shipping costs.”
- “Translate German descriptions into English before processing.”
What are examples of poor prompts?
- “Recognise the invoice better.”
- “Use the correct values.”
- “Handle everything correctly.”
- “Check the VAT.”
- “Do the same as for other invoices.”
Are Word or Excel invoices supported?
No, for AP Automation nextAI supports only PDF invoices. The use of Word and Excel attachments is not supported.
Can SmartScan be used together with nextAI ?
No, once nextAI is active, SmartScan is no longer used and templates do not apply.
What are the differences between SmartScan and nextAI?
SmartScan is template-driven and requires more setup per layout/supplier.
NextAI focuses on AI-driven recognition via prompts, without using templates and offers more flexibility with varying document structures, resulting in approximately 20% higher recognition accuracy, a new working method, and no manual maintenance of templates.
NextAI is also capable of working with multiple VAT recognitions and multi-format invoices, such as different currencies or languages per supplier.
Is line recognition available within nextAI?
Yes, line recognition is available*.
If you wish to use this functionality, a Configuration change request can be created in the Help Centre.