Using Normalisation/Helper Functions

Using Normalisation/Helper Functions

Introduction

Some invoices may not include all of the required information for valid line items (i.e. missing Unit Price, or not calculating mathematically). To combat these scenarios the solution will automatically attempt to identify ‘normalisation strategies’ to correct the missing information, however this is not applied automatically, and instead the user will be prompted to review the information first and then manually invoke the normalisation.

How will I know if the item(s) can be normalised?

If the solution has detected a potential normalisation strategy with line items, the following message will be shown on the affected lines:

At this point, the verification user can review the extracted information and correct it (if required) or utilise the ‘Functions’ to help adjust the captured information.

How do I use the ‘Functions’ to adjust the captured information?

When viewing the document in the “Verification Station” an additional menu will be available under Tools >  Functions menu from the Toolbar at the top of the application.


Selecting one of the options from this list will adjust the values on the invoice based on the description of the menu item.

What do each of the ‘functions’ do?

Each of the functions available for invoice adjustments each assist with a different scenario, each of these are described below.

Normalise Line Item
When items meet the criteria for normalisation, a message will be shown on the line item, this menu item can be used to recalculate the line item based on the system’s best option for normalisation. This typically would be used when an additional charge is added to the item, normalisation would recalculate the Line Total to include the additional charge.


Normalise Line Item(s)
Performs the same action as “Normalise Line Item” but for all line items that require normalisation.

Calculate Unit Price
Recalculates the currently active ‘Unit Price’ value based on ‘Line Total’ / ‘Quantity’. Useful when manually adjusting values, or when the invoice does not include a Unit Price.

Convert To Carriage
Takes the ‘Line Total’ of the currently entered line and adds it to the header-level ‘Carriage’ field, then deletes the current line.

Convert To Surcharge
Takes the ‘Line Total’ of the currently entered line and adds it to the header-level ‘Surcharge’ field, then deletes the current line.

·         

What are the ‘normalisation strategies’ the solution is validating against?

Due to the large amount of business applications producing Purchase Invoices, there are scenarios where the information is not presented on the document in a correct way, for example additional charges not being included in the line totals. The below list covers the normalisation strategies that the solution will validate against:

·         Validate and recalculate captured discounts and additional charges into amounts (discount percentages and additional charge percentages will be converted to the monetary value on the line item).

  1. Back propagating of ‘Additional Charge Amount’ into ‘Unit Price’ & ‘Line Total’.
  2. Back propagating of ‘Additional Charge Amount’ into ‘Line Total’ (where already included in ‘Unit Price’).
  3. Removal of captured discount where already applied to the ‘Unit Price’ & ‘Line Total’.
  4. Recalculation of Unit Price when quoted discounts cause mathematical discrepancies greater than 0.02 (Quantity * Unit Price = Line Total), but less than 0.10.
  5. Population of the ‘Pricing Unit’ (Unit Price Denominator) where the listed invoice items are in pack sizes, but this information is missing on the document.

How do I add a ‘keyboard shortcut’ to the functions?

By default, keyboard shortcuts are not enabled for the user functions, instead these should be manually defined by the user. To enable keyboard shortcuts, follow the instructions below:

  1. Open the “Verification Station”, and click Tools > Options… from the toolbar menu
  2. Navigate to the ‘Keyboard Shortcuts’ tab in the ‘Options’ dialogue and select “User commands” from the Categories drop-down.

  3. Select the user-function that you would like to apply the keyboard shortcut to (#0 is the top item in the functions menu aka “Normalise Current Line Item”.
  4. After selecting the command, click into “Press new shortcut key” box, then perform a key combination on your keyboard.

  5. Finally, click the “Assign” button, and repeat for each other user function.
  6. After assigning all your intended shortcuts, click “OK” to save.




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