This article is intended for organizations that typically upload a single PDF with multiple invoices and/or pay apps from various vendors. To confirm that this is your configuration, navigate to the 'Documents' tab within the draw and look for the 'Upload Confirmed: true' filter.
If you do not see this filter, check out this article.
Uploading and splitting the PDF file
From any tab within the draw, click on the 'Add Documents' button
Click on 'Select Files...' to open your computer's document finder, or simply drag and drop your PDF file onto the upload pad.
By default, Rabbet's machine learning document classification and reading functionality will automatically split the document to classify its contents and extract data from the uploaded document.
After clicking 'Upload' you will see a status bar in the bottom right area of the window indicating Rabbet's progress.
When the documents have finished parsing, click on 'View Uploads' in the 'Documents' tab.
*Note that if you navigate away from the 'Documents' tab you will still receive a notification when the processing is complete.
Rabbet will open a modal that allows you to review the automatic document classifications by page grouping, document type, and vendors. Scroll through the document in the viewer on the right and make adjustments to the Pages and Document Type as necessary.
Tip from Partner Success - page grouping should reflect the necessary level of details. For example, if page 1 is an invoice from the architect and pages 2-3 are supporting receipts from a printer used by the architect (with the printing costs included in the architect's invoice), then group pages 1-3 as a single 'Invoice'.
*Note that Rabbet may identify the vendor if that vendor appears on prior draws. If the vendor was NOT identified, you will have the chance during a later step to assign the vendor or create a new vendor organization.
After the page groupings and document types have been reviewed, and updated if necessary, click 'Save Changes'.
Rabbet will now perform its machine learning document extraction a second time based on your updates. Ensure that the box 'Extract document information on confirm' is checked and click 'Confirm'.
'Actions' menu for document uploads
'Add Document' - manually add an additional page grouping
'Merge All Documents' - merge all pages into a single grouping
'Auto Classify' - auto-assign the document type based on manual page groupings
'Auto Split and Classify' - clear existing data and rerun all auto-assignments
Review and update extracted document information
After the uploaded files have been 'confirmed', the draw documents will now appear in the 'Documents' tab as separate documents based on the page groupings assigned in the upload modal.
If there is a warning in the document status column (orange circles with exclamation points inside), Rabbet is indicating that the document needs attention. Click anywhere on the document line to review the document details.
Review the extracted information and make any corrections needed. If the vendor was not automatically assigned in the previous upload step, select the applicable vendor in the drop down or 'Add New Vendor'.
Add comments, if necessary, to alert other Rabbet users in your organization of important notes. Click 'Save Changes'.
Navigate between documents using the menu on the left side of the modal. Documents that have outstanding warnings are shaded in yellow. The document you are currently viewing has a black or yellow bar on the left side.
When you are done reviewing the uploaded documents, all documents will have green circles with checkmarks in the 'Status' column.
*Note that an icon in the 'Backup' column is indicating that the document is not directly impacting the dollar amounts on the budget. i.e. lien waivers or backup to support an invoice.
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