3624782 - How to customize the way Optical Character Recognition (OCR) reads fields' data from uploaded invoices?

1. How to customize the way Optical Character Recognition(OCR) reads fields' data from uploaded invoices in Ariba Invoicing?
2. We have made changes to Extraction Results of an uploaded invoice document via app Manage Document Information Extraction Templates but still the changes do not reflect.

Altering Extraction Results via app Manage Document Information Extraction Templates may alone not be sufficient to customize the way OCR reads invoice file data. A subscription to the application SAP Document AI is necessary. 

SAP Document AI (a.k.a DOX) is not included in the installation booster and requires separate configuration and licensing. It is a paid service and available under the Base Edition or Premium Edition, depending on your use case. Please see SAP Document AI in SAP Discovery Center.

To proceed with the implementation of the suggested solution, an SAP Document AI instance is a required prerequisite. If customers have enough credits, then we recommend them to go through the documentation Subscribing to SAP Document AI Basic UI.

If customer's credits are already consumed we recommend customers to reach out directly to their Customer Success Partner(CSP) to:

• Confirm their entitlement to SAP Document AI.

• Review their current credit consumption.

• And, if needed, arrange for additional credits or service activation.

Once DOX application is present in customer's Ariba Invoicing subaccount, below steps can be performed. The steps considers an example where:

1. A header level field is stopped from being detected which otherwise would be detected per out-of-the-box design.
2. A header level field is detected differently. In this example adding a couple of leading zeroes.
3. A header level field is always detected with a fixed value. 

Steps:

1. Navigate to your BTP Cockpit within your Ariba Invoicing subaccount. Within the General tab click Instances and Subscriptions

     2. Go to the application SAP Document AI

   3. Make sure the loaded client begins with CIM_DEFAULT_. If not click on Change Client and choose the one starting with CIM_DEFAULT_.       

   4. Click Templates tab:

   5. Choose Create Template

   6. Choose a Name and Description of your choice. Choose Document Type and Schema as shown in below screenshot. Click Create button.

   7. Next page shows the created template as below. Do not Activate yet.

   8. Go to app Manage Document Information Extraction Templates in your CIM Home page.

   9. Go To Documents tab and make a note of the filename for which you would like to make the template modification. In the below screenshot we considered the file ‘Internal CIM file_deliverynote (1).pdf’.

     Note: Invoice files manually uploaded will be shown in ‘Manage Document Information Extraction Templates’ app for 15 days. If you do not see the file, you can add a document via Add Document button in the Documents tab. 

   10. Let’s assume you have a business use case wherein you would like the system to not detect the ‘Delivery No.’ at all. In the above screenshot you can see a green box around the ‘Delivery No.’ field which implies that the field is being detected.

   11. Click on Add to Template. In the dropdown you would see the Template that you created in the previous step. Click Add.

   12. Go back to the application SAP Document AI into the created template. You should see the document added. 

13. Click into the document and then click Edit. As the field in our example is Delivery No. , click on the green box around the value and click Delete as we do not want system to detect it. Once Delete is clicked the green box is removed indicating that the field will not be read by the system. Click Save button.

  14. Go back to the Template and click Extraction Fields tab. Click Edit in the section Header Fields or Line Item Fields depending on your business use case. For this example, it is Header Field deliveryNoteNumber

     Change the Extraction Method from the default Template with AI to Template Only. Then click Save.

  15. Activate the Template.

Now that the template is active, all new invoices uploaded of this template will stop detecting Delivery No.

Note: If the business use case is to alter the way the field is detected, for example to add couple of leading zeroes before the Delivery No. then at Step 13 change the value from 350815 to 00350815 and click ‘Apply’.

If the business use case is to always pick a constant value for Delivery No. (For example, 999999) then at Step 14 update Fixed Value to 999999 (in addition to updating the Extraction Method as Template Only).

SAP Document AI

Subscribing to SAP Document AI Basic UI

SAP Ariba Central Invoice Management, DOX, Document Information Extraction, Template Only, SAP Document AI , KBA , S2P-CIM-OCR , CIM Optical Character Recognition , How To