Extract sale data with Intelligent Document Recognition (IDR)

Document recognition technology automates data extraction from various documents, replacing manual entry processes. Cin7 Core allows you to import sale data from received purchase orders, converting PDFs into sale orders within Core. Use document data extraction to import PDF 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. Reduce manual data entry, work more efficiently and enhance accuracy, by integrating document data extraction into your existing workflows.

Prerequisites

IDR must be included in or added to your subscription
Only PDF documents are accepted.

Upload PDF documents to Cin7 Core

Access this feature by going to Main menu → Sale → Sales, and selecting the Import function. From here, you can select IDR - Intelligent Document Recognition.

Choose your documents to upload:

This feature can only process data within PDF files.
Only one invoice should be included per PDF document.
Multiple files can be imported at once, with a maximum file size of 5MB per file.
Organizations integrated with Google Workspace 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

Documents with status Recognized will have the option to check AI mapping before generating a draft sale order.

Selecting Check AI mapping will 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

FAQs

Q1: What is the goal of this feature?

This feature will import data contained in PDF 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 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 PDF document?

Only one invoice should be included per PDF document. The IDR feature is designed to recognize and process one sale order per imported PDF document. If multiple invoices or orders are included in a single PDF file, the system will not be able to accurately extract and map the fields to generate the sales orders. Each PDF 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 PDF. 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 PDF 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.