Scan Order Quotation
Introduction
This assistant "Scan Order Quotation" is implemented to scan order quotations giving
the flexibility for the user to get the relevant quotation information to the IFS system automatically by using a
combination of Character Recognition and Artificial Intelligence software. The assistant supports PDF files as well
as several picture file formats (JPEG/JPG, PNG, BMP, TIFF, HEIF) .
Prerequisites
It is necessary to create an entry for Model Name = INVOICE in the "Machine Learning Pre-trained
Models" table, and the corresponding configuration provided for Machine Learning Services is selected as
"Configuration ID".
To use the full functionality:
- The scanned document must be an Order Quotation only.
- Agreement Quotation and B2B Order Quotation are not
supported.
- User must enter the relevant Part Quotation and No Part Quotation lines in
the system according to their business practice. If the user plans to get Taxable and Use
Price Including Tax, that info must be there on the line level before scanning the document.
- Only one quotation must be used in the scanning at a time.
- Extraction of data might not be accurate for some quotations as Microsoft's pre-trained Invoice model is
used.
- The Order Lines shall be provided in a tabular form. Data in the table column header cannot be considered.
Example: If the order contains a column named "Price Discount", the Price cannot be recognized. Instead,
an own column with Price is recommended.
- Handwritten unformatted orders or emails are difficult or impossible to recognize.
- It is advised to scan pages which contain important header or line information.
- Documents in English are preferred, as they lead to the best results.
Mapping Configuration
Part Quotation Lines
- The system uses the values in Part No, Part Description, Supplier Part No, and
Supplier Part Description fields to map the quotation lines in the document to the quotation part
lines in the application; it does by comparing the aforementioned four fields with the Product Code and Description
obtained from the OCR model
- Normally, the system compares the Part No and Supplier Part No against
the Scanned Product Code. Similarly, it compares the Part Description and Supplier Part
Description against the scanned Description.
- In a scenario where system does not have, or the OCR model is unable to identify a Product Code for a line in
the Quotation Document, it uses the Scanned Description value to compare against the Part No and
Supplier Part No.
- If the system does not have, or the OCR model is unable to identify a Description for a line in the
Quotation Document, it uses the scanned Product Code value to compare against the Description
and Supplier Part Description.
- In a scenario where the system does not have, or the OCR model is unable to identify both a Product Code
and a Description for a line in the Quotation Document, it ignores that line. Additionally, if the highest
similarity between a Quotation line in the document and the part lines in the application is below 50%, it also
ignores that line.
- By using the OCR Model the system only scan the Product Code, Description, Quote Date Valid To, Unit
Price and Unit only. Other fields are not supported for the existing OCR
Model.
No Part Quotation Lines
- The System uses the values in the Description, Supplier Part No, and Supplier Part
Description fields to map the no-part quotation lines in the document to the quotation no-part lines in
the application; it does this by comparing these fields with the Product Code and Description obtained from the OCR
model.
- Normally, the system compares the Supplier Part No against the Scanned Product Code. Similarly,
it compares the Description and Supplier Part Description against the
Scanned Description.
- In a scenario where the system does not have, or the OCR model is unable to identify a Product Code for a
line in the Quotation Document, it uses the Scanned Description value to compare against the Supplier
Part No.
- If the system does not have, or the OCR model is unable to identify, a Description for a line in the
Quotation Document, it uses the Scanned Product Code value to compare against the Description
and Supplier Part Description.
- In a scenario where the system does not have, or the OCR model is unable to identify both a Product Code
and a Description for a line in the Quotation Document, it ignores that line. Additionally, if the
highest similarity between a quotation line in the document and the part lines in the application is below 50%, it
also ignores that line.
- By using the OCR Model, the system only scan the Product Code, Description, Quote date valid to,
Unit Price and Unit. Other fields are not supported by the existing OCR model.
Scan an Order Quotation
Step 1: Scan Quotation
Upload the Order Quotation document: Afterwards you select the file to scan and press the Next
button to continue.
Step 2: Review Quotation Part Lines
The user could see the Scanned Prices of Each Part Quotation Line and If needed it is possible to
edit the line-level Scanned Price.
In the Header, the user could Edit Currency, Received Date, Quote Valid To Date, Delivery Terms, Del
Terms Location, Ship-Via, Payment Terms If needed.
If it is needed, it is possible to finish the Scanning process from here by clicking Finish If there is no records
for No Part Quotation Lines. Then the Scanned Information is updated to the Order Quotation
accordingly. If it is needed, it is possible to go to the previous step or cancel the scanning of the document.
Moreover, user can add the Discount, Promised Delivery Date, and Price UOM on the
line level as well.
Step 3: Review Quotation No Part Lines
The same header information that is available in Step 2 will appear here, the user also could edit the
Currency, Received Date, Quote Valid To Date, Delivery Terms, Del Terms Location, Ship-Via, Payment
Terms If needed.
possible to edit the line-level Scanned Price.
If it is needed, it is possible to finish the Scanning process from here by clicking Finish. Then the Scanned
Information is updated to the Order Quotation accordingly If it is needed, it is possible to go to the previous
step or cancel the scanning of the document. Moreover, user can add the Discount, Promised Delivery
Date, and Price UOM on the line level as well.
Validations
If the user has uploaded a document with the incorrect Supplier, then a warning message will be
given when they try to move into Step 2. If the correct document is uploaded, no warning message is given.
To perform supplier validation, we compare the values of Supplier ID and Supplier Name in the application against
the scanned Vendor Name. If the similarities between both Supplier and Scanned Vendor Name, and Supplier Name and
Scanned Vendor Name are below 80%, we raise a warning message.
If the Total Scanned Tax Amount does not match all the part and no-part quotation lines tax
distribution, then a warning message will be given when the user clicks Finish to conclude the scanning process. If
the Total Scanned Tax Amount is equal to all the part and no-part quotation lines tax distribution, no warning
message is given.
If there are any additional costs such as shipping costs or freight costs, it needs to be included in the
Order Quotation by adding it manually. Therefore, an information message will be given to
the user when the scanning process is finished.
If the Order Quotation Header already has a Quote Valid Date and
the user enters a different Quote Valid Date either by scanning or adding, an information message will appear asking
if the Quote Valid Date should be updated on the line level as well.