Keywords

FlexiCapture for Invoices uses keywords to search for fields on an image: if a keyword is detected, the program looks for a field in its vicinity. Common examples of keywords include field titles and captions. For example, suppose an invoice contains the text Invoice Date: <value>. In this case, Invoice Date is the keyword used to find the InvoiceDate field. Keywords can be specified using Located elements. Each Located element can be attributed to only one field in the Document Definition, but each field can have more than one Located element, each of which describes a separate model of the relationship between the keyword and the field on the invoice.

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How the program matches keywords

These rules apply to keywords in all field groups.

• Keywords are specific to languages and countries. When a Document Definition is applied, the program takes keywords from the vendor’s country, the business unit’s country, and the languages of these countries.
• Normalization is applied to keywords:
  • Tabs, spaces, line-break characters, and diacritical marks are ignored.
  • Letter case is ignored (the program makes no distinction between lowercase and uppercase letters). For example, for keyword purposes, Tax point is the same as taxpoint.
• The program allows for 2 or 3 recognition errors in keywords (depending on the element).
• Sometimes a keyword appears in more than one language, for example Quantity/Anzahl. Add the whole keyword (Quantity/Anzahl) to both languages.

The quality of keyword detection depends on the quality of full-text recognition. You can change the pre-recognition mode on the FlexiLayout tab of the Document Definition Properties dialog box. The higher the quality of pre-recognition, the more time it takes.

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Keywords for the Vendor / Business Unit and Invoice Header Data groups of fields

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Vendor / Business Unit

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Invoice Header Data

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Keywords for the Amounts group of fields

FlexiCapture is capable of determining when a word is part of a word combination. For example, if you add the keywords total and total netto, and the image contains total netto, it is identified as total netto and not total. The program allows for up to 3 recognition errors in keywords in the Amounts group. This allowance can lead to errors. For example, the program may mix up the words brutto and netto. To avoid these errors, if you add a value (such as total netto) to AmountTotalNettoLabels, add the corresponding value (such as total brutto) to AmountTotalLabels. Avoid adding the same word to both Total Netto and Total.

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Keywords for the Line Items group of fields

Keywords are used to find table titles that contain invoice fields, and to find specific columns in tables. Words that are frequently used in the titles of columns that correspond to Located Elements work best in this capacity. If the same word can be found in the titles of different columns, add it to the Located Elements of these columns. In this case, the program can tell the columns apart by the contents of their cells. If the program still fails to tell the columns apart, or if the word is used frequently in one column and infrequently in others, leave the word in the Located Element of the column where it is used most frequently and remove it from the Located Elements of the other columns. Line Items keywords also follow these rules:

• The program allows for up to 3 recognition errors in keywords.
• Keywords cannot take up more than one line.
• The contents of a column must be located directly beneath the column title.
• Keywords on images must be surrounded by spaces, commas, or periods. For example, Quantity/Anzahl is one keyword, and Quantity / Anzahl is two. If a keyword may be written in more than one way, add all of the different ways it can be written, for example Quantity/Anzahl, Quantity, and Anzahl.