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The Administrator may enable additional features for Operators who process invoices. These additional features are always available to users with Administrator permissions.

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Train the program while processing invoices

If the results of automatic field extraction are below the expected standard, the Operator can also train ABBYY FlexiCapture for Invoices while processing invoices. In the process, new FlexiLayouts are created, which can then be used instead of the regular FlexiLayout. For more information, see Training ABBYY FlexiCapture for Invoices. To enable the additional training feature:
1

Open the Document Definition properties

In the main window of the Document Definition editor, select Document Definition → Document Definition Properties….
2

Open the Document Definition settings

In the dialog box that opens, click the Document Definition Settings tab.
3

Open the Document Definition features

Click the Edit… button next to the Additional Fields and Features group to open the Document Definition Features dialog box.
4

Enable training during processing

Select the Training during processing option.
To disable the additional training feature for Operators (if enabled), clear the Training during processing option.
If a verification Operator changes the field markup on a document image, that document is copied at the training stage into the training batch used for this document variant. Of every three documents added this way, the first two are assigned the For training status and the third is assigned the For testing status.
Training is done independently for each document variant. Invoices from the same vendor are regarded as the same document variant.
The quality of the newly trained model is tested on the documents that have the For testing status. The program compares the number of fields that have been correctly matched. If the newly trained model delivers more correctly matched fields than the reference model, the new FlexiLayout is saved and then used for this document variant (that is, for processing invoices from this particular vendor). For more information, see Training while processing documents.

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Modify and add vendor and business unit records

When setting up your invoice capture project, you connected vendor and business unit databases to the corresponding data sets of the project. These data sets specify the structure of data and store a copy of the data inside the project, periodically synchronizing it with your external database. For more information, see Using vendor and business unit databases. Invoice recognition starts with finding the vendor and the business unit. These field groups can be found on an image only if they are present in the data set. Finding them is important because this data is used to select the country of the invoice. The country, in turn, determines the tax rates used to find the Amounts fields on the image, as well as the choice of validation rules. Usually, all vendors and business units are already included in the corresponding data sets. However, synchronizing the external database can take a long time in two common situations:
  • A new vendor. If you receive an invoice from a new vendor that is not in the database, the group of Vendor fields is not detected. The program cannot process invoices from that vendor until it finds the vendor in the data set.
  • A changed vendor. If the address or account number of an existing vendor changes, the Operator needs the up-to-date information to process invoices, but updating the database and synchronizing the data set may take a long time.
To resolve these issues, the Administrator can allow Operators to add or modify records in the data sets. Changes are made to the data sets stored in the project, not to the external vendor and business unit databases. If an Operator adds a new vendor to the data set, the program can detect the Vendor group of fields on subsequent invoices from that vendor, just as if there was a record for the vendor in the external vendor database. However, the validation rules detect that the vendor is missing in the external database and assign the Exception status to the invoice. The next time the data set is synchronized with the external database, all vendors added by the Operators are replaced with the appropriate records from the database or removed from the data set. For more information about updating data sets, see Updating data sets. By default, Operators cannot edit or add new records to data sets. To enable this feature for Operators:
1

Open the Document Definition properties

In the main window of the Document Definition editor, select Document Definition → Document Definition Properties….
2

Open the Data Sets tab

In the dialog box that opens, click the Data Sets tab.
3

Set up the data set

Select a data set from the list and click the Set Up… button.
4

Enable the options

Enable the Operators can add records and/or Operators can edit records option.
If you do not want Operators to add or edit data sets, make sure these options are disabled.