This guide will help you learn the basics of Semantik Invoice and get you up and running with an intuitive invoice processing system that will max out your productivity.
Performing Initial Setup
First, let's cover how to access and configure your tenant. This initial setup only needs to be done once, but you can go back and change your settings at any time. If you've already performed your initial setup, skip to Understanding Invoice Review.
Step 1. Accessing Your Tenant
Each unique instance of Semantik Invoice is referred to as a tenant. The name of your tenant is the first portion of your Semantik URL, such as the "example" in http://example.ephesoft.net.
To access your tenant:
Contact your Ephesoft representative or reach out to firstname.lastname@example.org to create a tenant.
Go to your tenant URL, such as https://example.ephesoft.net. We recommend bookmarking this URL for future reference.
Log in with the credentials provided in your onboarding email.
Tip: Can't find the onboarding email? Go to your tenant login screen and click the Forgot your password? link.
Note: To access your Tenant ID, see Accessing Your Tenant ID.
Step 2. Adding Users
After logging in, you'll need to add users to your tenant. When you add a user, they'll receive an onboarding email with a username and temporary password.
You can add users from Settings > Users. For help, refer to Adding Users.
Step 3. Setting Email Filters
Semantik processes invoices that are sent from authorized emails to your tenant domain email. This is a separate list from the users in your tenant.
To allow invoices to be emailed in, you'll need to add email addresses to Settings > Import. For help, refer to Setting Email Permissions.
Step 4. Selecting Fields to Extract
Semantik groups extraction fields into three categories:
Line item (table) attributes
The most common fields are enabled by default. However we recommend reviewing and testing your configuration against real samples for best results.
To access your extraction fields settings, click Settings > Extraction.
When setting up your extraction fields for the first time, it is a best practice to mark the following fields as Required:
Amount Due (or Total Amount)
Step 5. Enabling Vendor Matching (optional)
You can use Semantik Invoice to match an invoice with a unique vendor from an Enterprise Resource Planning (ERP) software. The vendor details are then included with your extracted invoice data. This is done by uploading a vendor master list via CSV file, which Semantik uses to match a vendor from your list with a vendor on your invoice.
You can upload your vendor master list from Settings > Vendors. For help, refer to Uploading a Vendor Master List.
When setting up your vendor fields for the first time, it is a best practice to Enable the following fields:
Semantik uses these data points to make vendor matching predictions. These fields aren’t required, because once we make a match, data can be pulled in from your vendor list.
Alternatively, you can use our Vendor API to automatically sync your vendor list with Semantik which eliminates the need to upload the file every time it changes. Please refer to our API documentation for help.
Step 6. Determining Where to Send the Data
Semantik uses webhooks to send your invoice data to your target system. You can set up a webhook from Settings > Export.
For more information on using webhooks, including links to step-by-step guides, refer to Understanding Webhooks.
Understanding Invoice Review
After the initial setup is complete, most of your time in Semantik will be spent reviewing invoices.
Sending Invoices to Semantik
Sending invoices to Semantik is simple, just send an email with your attached invoices to your tenant invoice address. Remember, only the emails configured in Settings > Import will be allowed to submit invoices.
For help, refer to Submitting Invoices.
Note: Due to Amazon Web Services (AWS) limitations, emails are limited to 30 MB.
Reviewing Extracted Results
If an invoice is not automatically processed, it will be stopped for manual review. This means you will need to edit or approve fields the system wasn't confident on, or couldn't find.
To review extracted results:
On the Dashboard, click Claim Invoices to assign the 10 oldest invoices in the system to yourself. You'll be taken to the Review screen.
Review the extracted results. Refer to Reviewing Your Invoices for more information.
When you're satisfied, click Complete Review.
Reach out to us in the in-application chat. We're here to help!
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