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Using ABBYY FlexiCapture Data Sets for accurate Invoice processing

In previous articles, we have already described how ABBYY FlexiCapture for Invoices helps to automate financial department business processes, including in conjunction with RPA solutions, such as UiPath and BluePrism. This article will discuss an integral part of ABBYY FlexiCapture for Invoices – data sets.

What are data sets in ABBYY FlexiCapture?

Data sets are tables similar to tables in databases, which also contain columns of different types, and may also contain a primary key. ABBYY FlexiCapture allows you to create and customize your own data sets, but for the correct invoice processing, the data sets of vendors and business units are critical, allowing you to correctly identify the buyer and seller already at the stage of the main flexible layout matching. Below is a picture showing how the data set management menu looks like in ABBYY FlexiCapture 12 for Invoices. (pic1)

Why is it important that the vendor and business unit data sets are filled?

The correct determination of the invoice’s vendor is crucial for the correct invoice processing because ABBYY FlexiCapture for Invoices’ most important tools such as Training and Vendor-specific layouts depend on it.

How to configure automatically the filling of data sets?

Filling and updating records in a data set can be configured by connecting to an existing database, or by setting up a data import script. This is the most flexible mechanism for filling ABBYY FlexiCapture data sets, with which you can get data about vendors from any external source: a data file, a third-party ERP application, API, and etc.

ABBYY FlexiCapture also allows verification operator to add records to a data set manually if he or she notices that the invoice is being processed from a vendor which is not already in the data set.

How is the invoice’s vendor is found?

The general flexible layout built into any ABBYY FlexiCapture for Invoices project has an internal module for vendor lookup. It uses records in the vendor data set, analyzing all the fields that have been filled out, such as the vendor’s name, address, zip code, city, and etc., to determine correctly the invoice vendor. A vendor can also be determined using an advanced matching of an additional layout and analysis of data captured from an invoice using a script.

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