Intelligent Document Recognition:

The Intelligent Document Recognition (IDR) extracts invoice information from the
emailed documents to create invoices and then import them into Payables.

Many suppliers and customers choose to send and receive Payables invoices
electronically via email. IDR can process these invoices and extract the required fields to
create invoices in Oracle Payables. IDR supports the entire invoice lifecycle with a
seamless and secure user experience.

IDR enables our customers to quickly process supplier invoices from entry to payment. It
requires minimal setup and configuration, reducing the total cost of ownership and
enhancing capital management.

Note: This is a separate product (not part of Financials License) and needs
separate subscription.

1. Once the we subscribed to the Product, Oracle gives us one particular Email ID,
we need to scan all the invoices and send to that particular Email ID, IDR extracts
all those attachments, reads through those docs, extracts the data from it and it
populates AP Invoice Interface table and Import invoices to the AP work area.

2. All this happens in few minutes of sending mail to Oracle. It uses the Character
Recognition Software that will do the job for you.

3. Previously it was called as Invoice Imaging. Now replaced with IDR which is newly
built from the scratch and it uses machine learning to invoice in the AP.

4. Images scanned needs to be in one of the following formats: PDF, DOCX, JPEG,
PNG and TIFF.

5. If the System is unable to extract data from the doc due to issues like light
printing, it will still go ahead and create invoice with the limited information it was
able to get from the doc, Invoice status will be in-complete and a notification will
be sent to AP manager to manually intervene and fix those issues ( there is
workflow for this and we can specify who should be notified for this)

6. It can recognize the following fields and languages:

How does the IDR recognize Business Unit of the Invoice?

If it is a PO matched invoice, then it becomes easy for the IDR. It goes to the system
query the PO number and find the Bill to BU.

If invoice is not matched to PO, a setup needs to be done “Manage Intelligent Document
Recognition Options” we can specify the option like:

1. Email routing attribute (It will pick up from the Subject of the Email you sent to
Oracle)
2. Sender Email (If the Sender is so and so then default this BU) like wise we can
setup several Email ID’s.
3. Recipient Email ID (while sending mail with invoice images to Oracle, if you add
any additional email in the to field, system will default BU based on the Email.

Note: we can choose only one of the above. If we do not specify any of the above
options, then system will go to Supplier site and if there is only one BU attached, it will
pick it up from there. If there are multiple BUs, then it cannot pick up. Last option it
considers Business unit is from “Default BU” profile option. This is sequence how it looks
one after another.

If it did not find BU from above options, it will create invoice without BU information and
AP manager will be notified and need to provide it manually.

Adaptive learning:

Consider IDR has created an Invoice in the system without invoice number and you can
download the attachment and you found invoice number (but called as Reference
number). You place the cursor on the Invoice number field and go to attachment just
double click on it, it will be immediately copied on the invoice as invoice number. This
activity, system remembers it and follow the same next time directly without manual
intervention.

Adaptive learning is supported at both header and line level. Adaptive learning can be
migrated from Test to PROD.
Best Practices:

1. Quality of the image is the key. Hand written is not supported.

2. Do not send password protected files to Oracle Email.
3. Include Supporting docs with in invoice as the IDR only process the needed
information from the invoice.

FAQ: