Invoice extractor

The Invoice extractor tool simplifies invoice management by enabling users to upload, review, and manage PDF invoices on the New platform. It automatically extracts consumption data and time periods from the invoices, allowing users to edit, approve, or reject them as needed for reporting purposes.

Key features

• Single and multiple invoice upload
  Users can upload single or multiple valid PDF invoices with a toast notification confirming successful uploads.

• Review and update
  Users can review, edit, and save extracted invoice data for approval and reporting.

• Invoice rejection and restoration
  Invoices can be rejected and restored with notifications ensuring smooth management of uploaded, approved, and rejected invoices.

• Approval workflow
  Approved invoices are processed and added to the Data Management table for integration into the database.

Supported units

For each type and sub-type of utility, we support different units for the consumption data extracted.

Here is an overview of the supported units:

Access Invoice extractor

1. Click on Tools.
2. Select Uploaded invoices under Invoice extractor.

The Invoice extractor can be used in two ways by uploading a single invoice or by uploading multiple invoices.

Single invoice upload

1. Click on Tools.

2. Navigate to Invoice extractor.

3. Click on Uploaded invoices and then on the Upload to upload a PDF invoice.

4. The invoice will appear in the uploaded list. A toast notification will confirm the upload.

Multiple invoice upload

1. Click on Tools.

2. Navigate to Invoice extractor.

3. Click on Uploaded invoices and then on the Upload to upload a PDF invoice.

4. The invoice counter will increase by the number of uploaded invoices, and they will appear in the list. A toast notification will confirm the upload.

Review and update invoice data

1. Click on the invoice to review the extracted data.

2. Edit the data as needed.

3. Click Save and receive a confirmation notification.

Reject an invoice

1. Hover over the invoice in the list.

2. Click the Reject icon.

3. Confirm rejection with a toast notification, and the invoice will move to the rejected list.

Restore a rejected invoice

1. Go to the Rejected tab.

2. Select the invoice you wish to restore.

3. Click the Restore button, and the invoice will be moved back to the uploaded list.

Accept an invoice

1. Review the extracted data and make necessary edits.

2. Click the Accept button.

3. The accepted invoice will move to the Accepted list and be available for reporting and further processing.

Approval workflow

After an invoice is approved, it is processed and added to the Data management table. The data is ingested into the system for integration into reports and operational databases, which can be used for further analysis.

Failed invoice upload

When using the Invoice extractor, users may occasionally encounter upload issues. These could be due to incorrect file formats, missing required fields, or other unexpected errors. In such cases, it’s important to ensure that your data can still be processed without delays.

Bulk actions

This feature streamlines invoice management by allowing users to perform bulk actions on multiple invoices at once.

• Delete multiple invoices in a single step.

• Approve or Reject multiple invoices at the same time.

• Restore previously deleted invoices in bulk.

This saves time and simplifies the process of managing large sets of invoices efficiently.

Multi utilities invoices

This feature ensures that invoices containing data for more than one utility type are processed just like any other invoice.

How It Works:

1. Upload the invoice as you would do with any other invoice. (For detailed steps, refer to the Invoice Upload Instructions above)

2. Once the invoice is processed, separate rows will be displayed for each utility type included in the invoice.

   • Most information across these rows will be identical.

   • However, the consumption data (value and unit), as well as the utility type and sub-type, will differ for each row.

Example:

If users upload an invoice that includes data for Electricity and Gas, the system will display two rows in the Pending Invoices list: One row for Electricity and one row for Gas.

This ensures each utility type is tracked and managed separately for clarity and accuracy.

Feature permissions

The Invoice extractor feature is subject to specific permissions that control user access and actions. These permissions are managed in the Authorization service.

Video tutorial - Invoice extractor

Here is a video tutorial to walk you through the process of how to use Invoice extractor.