Extract sale data with Intelligent Document Recognition (IDR)
Document recognition technology automates data extraction from various documents, replacing manual entry processes. Import sale date from received purchase orders with Cin7 Core's IDR feature, converting supported files to sale orders in Core. Use document data extraction to import files, parse and extract data automatically using AI, and map the extracted data to corresponding fields in the system using an intuitive interface with customizable field mapping options.
AI-powered Intelligent Document Recognition (IDR) builds upon what it knows, making the extraction process faster with every purchase order received from the same supplier.
Prerequisites
IDR must be included in or added to your subscription
Files must PDF, JPG, BMP, or PNG.
Upload PDF documents to Cin7 Core
Go to Sales from the main menu.
Select Import. From here, you can select IDR - Intelligent Document Recognition.
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Choose your documents to upload:
This feature can only process data within PDF. JPG, BMP, and PNG files.
Only one invoice should be included per document.
Multiple files can be imported at once, with a maximum file size of 5MB per file.
If you're integrated with Google Workspace, you can import files directly from Google Drive.
While uploading, your documents will have Draft status. These can be viewed below the uploading section of the page.
Refresh the display to update the status to Recognized. you will get the option to check the AI mapping.
Check AI mapping
You can check the AI mapping of Recognized documents before generating a draft sale order.
Select Check AI mapping to open the mapping screen, where you can see a preview of the imported PO. Cin7 Core will display fields extracted from the document mapped with the required fields for a Cin7 Core sale.
Use the dropdown fields to select the best matches for your document, and select N/A for fields that are not relevant (e.g. your own address, supplier's SKU, etc.).
Carry out the same process for the order lines of the order.
At this point, you can save your document and come back to the mapping later, or select Ready for approval to create a sale awaiting further approval. At this point, the document will receive the status Mapped regardless of the option you choose.
Approve generated sale
Confirming extracted field mapping will generate a sale awaiting approval in Cin7 Core.
Select Review and approve to check extracted data, add any mandatory fields (e.g. sales representative), and edit optional fields (e.g. customer price tier).
Next, match products in order lines to products from your inventory using the drop down fields. You can add new items here if necessary.
Approving the sale will change it into a regular Cin7 Core sale where the invoice and fulfillment steps can be processed as usual. The document will be removed from the IDR table, and the imported document can be found in the Attachments tab of the created sale.
Document and structure requirements
Documents should follow standard invoice format. Define each section of the document clearly defined, with line items, headers, and totals organized as they would appear in a typical sales document. This includes:
The vendor's name and contact information
The customer's name and contact information. Customer is a required field for IDR
The invoice number, the date it was issued, and the due date for payment
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An itemized breakdown of the services and/or products provided. SKU and Product name are required fields
SKU and Product name should be located in separate columns to be recognized as separate fields for extraction
Position field values under the expected field names. You can optionally include any of the available mapping fields.
Available mapping fields
Cin7 Core can map the following fields to fields extracted from an invoice with IDR.
| Field | Description |
| CustomerName | Invoice customer |
| CustomerId | Customer reference ID |
| PurchaseOrder | Purchase order reference number |
| InvoiceID | ID for this invoice (Invoice number) |
| InvoiceDate | Date the invoice was issued |
| DueDate | Date payment for this invoice is due |
| VendorName | Vendor who has created this invoice |
| VendorAddress | Address for the invoice vendor |
| VendorAddressRecipient | Name associated with the VendorAddress |
| CustomerAddress | Customer mailing address |
| CustomerAddressRecipient | Name associated with the CustomerAddress |
| BillingAddress | Customer billing address |
| BillingAddressRecipient | Name associated with the BillingAddress |
| ShippingAddress | Customer shipping address |
| ShippingAddressRecipient | Name associated with the ShippingAddress |
| Phone | Customer phone number |
| Contact | Customer contact number |
| Customer email | |
| SubTotal | Subtotal of the invoice |
| TotalDiscount | Total discount applied to the invoice |
| TotalTax | Total tax applied to the invoice |
| InvoiceTotal | Total charges associated with this invoice |
| AmountDue | Total amount due to the vendor |
| PreviousUnpaidBalance | Previously unpaid balance |
| RemittanceAddress | Remittance or payment address for the customer |
| RemittanceAddressRecipient | Name associated with the RemittanceAddress |
| ServiceAddress | Service address or property address for the customer |
| ServiceAddressRecipient | Name associated with the ServiceAddress |
| ServiceStartDate | Start date for the service period (for example, a utility bill service period) |
| ServiceEndDate | End date for the service period (for example, a utility bill service period) |
| VendorTaxId | The government ID number associated with the vendor |
| PaymentTerm | Payment term description |
| KVKNumber | A unique identifier for businesses registered in the Netherlands |
The following fields can be identified and mapped for order lines (apply to items on the invoice):
| Field | Description |
| Amount | Amount charged for items in the order line |
| Date | Date corresponding to the line item. Often it is a date the line item was shipped |
| Description | Text description for the invoice line item |
| Quantity | Quantity of items in the other line |
| ProductCode | Vendor's product code, product number, or SKU for the line item |
| Tax | Tax associated with each line item. Possible values include tax amount, tax %, and tax Y/N |
| TaxRate | Tax rate associated with each line item |
| Unit | The unit of the line item, e.g, kg, lb etc. |
| UnitPrice | The net or gross price (depending on the gross invoice setting of the invoice) of one unit of this item |
| Your_Code | Your product code or SKU associated for the line item |
| Pack size | Item pack size |
| Alternative quantity | Alternative quantity for the item |
FAQs
Q1: What is the goal of this feature?
This feature will import data contained in supported documents to generate simple sale orders in Cin7 Core.
Q2: What types of documents can be imported?
This feature can only process data within PDF. JPG, BMP, and PNG files.
Q3: Can multiple files be imported at once?
Yes, multiple files can be imported at once, with a maximum file size of 5 MB per file.
Q4: How many invoices can be included in one document?
Only one invoice should be included per document. The IDR feature is designed to recognize and process one sale order per imported document. If multiple invoices or orders are included in a single file, the system will not be able to accurately extract and map the fields to generate the sales orders. Each document should contain a single invoice or order to ensure the successful import and processing of the sales order.
Q5: What happens if the document extraction fails?
If the document extraction fails, a 'Failed' status is displayed in the table once the service returns the error.
Q6: Can the same document be uploaded multiple times?
No, the same document cannot be uploaded multiple times until the sales order is created for that document. Once a sale awaiting approval is approved, declined, or saved as a draft, the document can be uploaded again.
Q7: What is a sale awaiting approval?
"Sale awaiting approval" is a sales order that is pending approval. During this stage, users can review and adjust order details before the order is processed further.
Q8: Can I upload files from Google Drive?
Yes, if your account is integrated with Google Workspace, users can upload files via a Google Drive link.
Q9: How are the documents processed?
The documents are processed using Azure's Form Recognizer service to extract fields from each file. The extracted fields are then mapped to the fields in a Cin7 Core sale order, so the sale order can then be generated.
Q10: How can users review and edit the extracted data?
Users can review and change the mapping of the extracted data fields on the “Mapping” page before a sale order is generated ready for approval. However, users cannot directly edit the extracted data itself. The mapping page allows users to map the extracted fields to the correct fields required for the sales order, but the actual data cannot be edited.
Q11: Can users view the specific document that a sales order was created from
Yes, the file will be automatically added to the attachments tab of the created sale.
Q12: Which fields need to be recognized for an order to be created?
The customer must be recognized as an existing customer in Cin7 Core, the system will attempt to recognize the customer by comparing customer information (e.g. name and email). If the customer is not recognized, you will be given the option to manually select a customer from your records or add a new customer record.
Q13: What happens if the extracted customer name is not recognized?
If the customer name extracted from the document does not match an existing customer record in the Cin7 Core system, the system will display a suggestion error with the "Edit" button near the customer name. This allows the user to select the existing customer from the system or add a new customer record.
Q14: Why can't I see some of the documents I imported in the “Imported documents” table?
Once a document has gone through the approval workflow (Sale awaiting approval is approved, declined, or saved as a draft), the corresponding line item for that document is automatically removed from the table. The imported document is then attached to the approved, declined, or draft sales order, accessible from list of sales orders.
Q15: The feature did not recognize most of the fields of my document. Do I have to manually map all the fields every time?
No, If the system is unable to automatically recognize and map most of the fields for a particular customer's document, you will need to manually map those fields the first time. Once you have completed the manual mapping process for a customer's document, the system will recognize that template and associate it with that customer. On subsequent imports of documents using the same template for that customer, the system will automatically recognize and map the fields based on the template you previously created. If you encounter any issues with the automatic field mapping, you can always review and adjust the mappings as needed. But the system is designed to learn and adapt to your specific document templates over time.
Q16: Can I change the mapping once the sale awaiting approval has been created?
No, once the sale is created and pending approval, there is no option to change the mapping. You will need to decline the approval of the existing sale and import the document again to make changes to the mapping.
Q17: If I remove a document from the imported documents table after the sale is created and pending approval, will it remove the sale awaiting approval?
No, removing a document from the table will not remove the sale awaiting approval. You can find it on the sales list page using the "Awaiting approval" filter.