---
title: "Supplier Invoice Scanning"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28390534/Supplier%20Invoice%20Scanning"
format: markdown
---
# Overview
> Macro (excerpt-include)
# Accessing Supplier Invoice Scanning
To access the **Supplier Invoice Scanning** screen, complete any of the following:
1. Click the **Frameworks Menu** icon and enter **Supplier Invoice Scanning** into the **Search** bar.
2. Click the **Frameworks Menu** icon and navigate to **Payables** > **Transaction Processing** > **Supplier Invoice Scanning.**
# Navigating Supplier Invoice Scanning
The **Supplier Invoice Scanning** scanning screen is made up of three main sections allowing you to find, upload and maintain scanned supplier invoices.
1. The **Search Options **and **Results.**
2. The **Document Details.**
3. The **Command Buttons.**
## 1. The Search Options and Results
### The Search Options Section
Click **Find** to view all the uploaded supplier invoices.** **To refine your search results using any of the following criteria:
- **Status: **Select the status of the scanning process for the uploaded documents. The available statuses are:
- **UPLOADED**: A new document is being uploaded to Frameworks.
- **SUBMITTED**: The document has been submitted to the Scan Service for analysis, via the Submit Documents for Scanning task.
- **IN_PROGRESS**: The AWS Textract scanning service is in progress.
- **SUCCEEDED**: The scanning and analysis process has been completed successfully, however, some fields have not been fully resolved
- **SPLIT_NEEDED**: The scanning service has detected a multi-page document with more than one invoice number and it needs to be split out into individual invoices.
- **RESOLVED**: Analysis completed and a stock invoice can be created for Stock Invoice Approval. All the required fields have been extracted for the stock invoice.
- **Note:** A Purchase Order (PO) number is not required to create a stock invoice, however, it is beneficial to define each invoice's PO number field the first time an invoice is scanned, to help with future scans.
- **FAILED**: The scan failed to complete, please delete the invoice and try uploading again.
- **API FAILED**: Connection to the Scan Service has failed. If this continues please contact [Support](https://kb.myframeworks.com.au/page/support).
- **PARTIAL_SUCCESS **- Scan completed with partial success/..
- **POSTED**: The **Create Invoice** option has been performed and a transaction record (stock invoice) has been created and is available from the **Stock Invoice Approval** dashboard.
- **From and To Range:** Use the date chooser to select the date range of when the invoice was created (uploaded to the OCR scanner).
### Document Upload
Click **Upload New Document **to upload documents to be scanned. You can upload multiple documents at a time and PDF documents that have multiple invoices in them.
> ℹ️ It’s recommended to upload PDF documents. Image document formats, such as PNG and JPEG, do work.
### The Results Section
The Results section, by default, displays the **File Name**, **Supplier **and **Status**. Click the File hyperlink to view the scanned document, invoice data and the summary fields information. Additionally, you can add the document **ID** and the date the scan was **Created.**
> ℹ️ A daily background task will clear out all imported invoices, older than 32 days, where the status is **POSTED **or **SUCCEEDED.**
---
## 2. The Document Details
The documents details section has two tabs **Document **and **Summary Fields **which allow you to view, edit and maintain each scanned document.
### The Document Tab
The **Document** tab displays information related to:
- The extracted details required to create an invoice transaction within Frameworks.
- A documents viewer where you can view, save and print the scanned invoice.
For more information about the Stock Invoice details, click here.
**Scanned Supplier Name**
Displays the supplier name as analysed and extracted by the AWS Textract service.
---
**Supplier**
Displays the Frameworks **Supplier ID** for the matching supplier.
Click the **Search **icon to open the **Supplier Finder** window, if the extracted supplier is incorrect. You can then click **Save for next time **to use the selected supplier for future scans.
> ℹ️ Below the **Supplier** field, the supplier’s name in displayed.
---
**Page Range**
> ⚠️ This is only displayed if the status of the scanned invoice is **SPLIT_NEEDED**.
If, during the document analysis, the system detects multiple invoice numbers, you will need to separate the document into individual invoices. Usually, the **Page Range** field will be pre-filled with the numbers of the initial pages where the system has identified the start of each invoice.
- Click **Split PDF **to split the document into individual invoices.
> **For example: **1-2,3-5,6,7-10 would split a 10-page document into 4 invoices.
>
> - Invoice 1 is created from pages 1 and 2.
>
> - Invoice 2 is created from pages 3, 4 and 5
>
> - Invoice 3 is created from page 6
>
> - Invoice 4 is created from pages 7, 8, 9 and 10
---
**Invoice Number**
Displays the invoice number extracted from the document.
---
**Invoice Date**
Displayed the date when the invoice was issued or generated by the supplier extracted from the document.
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**Subtotal**
Displays the invoice amount excluding Tax. This can be extracted directly from the document or calculated from the total less the tax amount.
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**Tax**
Displays the total amount of Tax extracted from the document.
---
**Total**
Displays the total invoice amount including tax extracted from the document.
---
**Purchase Order Number**
Displays the purchase order (P/O) number extracted from the document.
Click the **Search **icon to search the **Supplier Transaction Finder** window, if required. Unlike the supplier field, you have to train the system to extract the correct P/O number.
> ℹ️ **Note**: A Purchase Order Number is not required to create an invoice, however, it is beneficial that the correct label has been selected for future scans.
> ✅ Search for **Defining the Purchase Order Number on a Scanned Invoice **from the In-App help menu for more information.
---
**Comments**
Enter any comment about the supplier's invoice as required. On creating the stock invoice the comments will be added to the comments section on the Stock Invoice Approval screen.
---
**New Rules**
> ⚠️ This field is only displayed when a **Label** is defined to be used the next time this supplier's invoice is scanned.
Displays the Rule information that will be applied to the supplier as a DOC_SCAN_RULE attribute.
- Click **Save Rules for next time **to apply the new rule to the supplier.
- Click **Reload Documents with new rules** to apply the saved rule to the required invoice field.
---
**Create Invoice**
Enable the **Create Invoice **checkbox and click **Save** to create a transaction record (stock invoice) on the **Stock Invoice Approval** dashboard. The status will be updated to **POSTED** and no further changes can be made.
### Summary Fields Tab
The **Summary Fields** tab displays all the raw data extracted from the **Document Scan Lookup Rules **used to map the analysed data to the required Lookup fields used to post the invoice.
From here you can apply custom rules for the supplier's invoice by using the **Use As **dropdown menu for the missing or incorrect invoice data.
For more information about the Summary Fields details, click here.
**Extracted Data Table (Top)**
**Index **
This is an identifier used by the AWS Textract system to determine the position and page relationship of extracted Label and Value data.
---
**Page**
Displays the page number within the document where the extracted Label and Value data can be found.
---
**Type**
Displays the data **Type **associated with the provided Label and Value data during extraction. The AWS Textract system employs predefined types when analysing invoices and receipts. The label and value data that doesn't fit within these standard types is categorised as **OTHER**.
---
**Label**
Displays the name or description of the specific piece of information as extracted from the document.
---
**Value**
Displays the information in relation to the label as extracted from the document.
---
**Use As**
Allows you to select the specific stock invoice data you're needing to resolve because it was missing or incorrect when the data was extracted. From the **Use As** dropdown menu to can assign the related **Type **and **Label** with one of the following options
- PONumber
- InvoiceAmount
- InvoiceTax
- InvoiceTotal
- InvoiceDate
- InvoiceNumber
Once selected, click the **Document **tab to view and save the **New Rules**
---
**Type**, **Label** and **Value** **Confidence**
These columns display a confidence level, expressed as a number out of 100, indicating the AWS Textract service's certainty regarding the accuracy of the **Type**, **Label**, and **Value**. A higher number signifies a greater level of system confidence in consistently identifying this information with each scan of the supplier's invoice.
---
**Document Scan Lookup Rules (Bottom)**
**Lookup**
Displays the required stock invoice information Frameworks is required to identify.
---
**Seq**
Displays the hierarchical order or position of each lookup item. Each lookup item is assigned a unique sequence number that corresponds to its position within the hierarchical structure.
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**Index**
Displays the index number used when a custom rule is applied to a lookup item.
---
**Type**
Displays the data **Type **used during the lookup process.
---
**Label**
Displays the name or description of the specific piece of information used during the lookup process.
## 3. The Command Buttons
The command buttons allow you to **Save** and **Cancel **any changes made and **Delete **selected scanned documents.
---
# Additional Information
> ✅ Refer to [About Supplier Invoice Scanning](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28377968) for detailed information on Supplier Invoice Scanning.
> ✅
> ✅ Refer to [About Email Supplier Invoices](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28413758) for for detailed information on Supplier Invoice Emailing.