Handle the Attachments

Review each of the attached documents to make sure that only one of them is an invoice and that all of them are related to the invoice you are reviewing.

*In addition to the information about the process flow, we have 3 videos explaining more information about how the Artificial Intelligence (AI) Engine processes invoices:
How AI processes multiple invoices in one email from one vendor
How AI processes multiple invoices in one email from different vendors
How AI processes an invoice in the email body

When you double-click on any of the attached documents, the corresponding default file viewer automatically opens. For instance, if you’re trying to open a .pdf file, it will open with the default .pdf viewer that you have set on your computer. You can then compare the data in the Mekorma Create Payables Transaction window with the original document. The file types supported by Microsoft AI Builder are: .pdf, .bmp, .jpg, .jpeg, .gif, .png, .tif, .tiff.

Mekorma Invoice Capture uses AI to decide what to do with emails that have multiple attachments. There are several scenarios:

• An email with just a body, no attachments:
  • The email body is converted to a .pdf and the invoice processing system tries to process it as an invoice. When you review, if it is not an invoice, you can discard it as a bogus invoice (see Delete Bogus Attachments).

• An email with one attachment:
  • This is typically an email body with a courtesy note or additional information and an attached invoice.
  • The invoice processing system converts the email body to a .pdf file as supporting documentation.
  • The invoice line displays two attachments: the email body and the invoice.
  • If you review the attachments and find either of them bogus, you can right click and discard it.
  • If you review the attachments and find that they are two different invoices, you can right-click one of them and choose “Create New Invoice”. It is unlikely in this case, but this ability exists for emails with multiple invoices attached to an email.

• For an email with multiple attachments, the invoice processing system chooses between a number of scenarios:
  • One attached invoice and supporting documentation
  • An assortment of attached invoices – This capability is useful if AP wants to forward a batch of invoices through the workflow. For more information, see Dealing with Snail Mail Invoices. See Moving or Copying an Attachment from One Invoice to Another for an example.
  • Multiple attached invoices with some supporting documentation

First, the invoice processing system uses AI to make a decision about each attachment to detect if it is an invoice or not. Its goal is to automatically separate invoices into separate lines so that when you use Mekorma Invoice Capture Validation window, you don’t have to do that manually.

Then, the invoice processing system processes EACH of the attachments through the AI. It finds the invoice, and any documents that it doesn’t recognize are attached as supporting documents.

If the invoice processing system recognizes two or more attachments as invoices, it creates a separate invoice line for each invoice. Each of these will also contain the body of the email as supporting documentation.

Another scenario is when none of the attachments are recognized as invoices. If that happens, the email is probably junk. The invoice processing system groups them together for easy review. It creates one “invoice” line but instead of a vendor name it shows the sender’s email address. That line will contain all the attachments for you to review.

The most complex case is when there are multiple invoices and supporting documents. The invoice processing system creates a separate invoice line for each invoice and groups all the unrecognized documents on a different line using the sender’s email address. The system will not try to match them to specific invoices, you have to review these manually to move them to the correct invoices before processing them to GP invoices or purchase order invoices. See Create a GP Voucher and Create a Purchase Order Invoice for more information.

The following sections explain how to clean things up by deleting bogus sender lines or moving attachments between sender lines.

• Deleting Bogus Sender Lines
• Moving or Copying an Attachment from One Invoice to Another
• Attaching the Same Attachment to Multiple Invoices
• Deleting Bogus Attachments
• Manually Attaching Invoices