This page defines the fields that Semantik extracts from invoices.

Invoice Fields

Invoice Field

Definition

Field is Manual

Invoice Number

Invoice number generated by the vendor.

PO Number

Purchase order number.

Entity

The business unit that received products or services from a vendor.

Y

Invoice Date

Date the invoice was created.

Posting Date

Date when funds are removed from an account to pay an invoice.

Y

Due Date

Date that payment is due for in invoice.

Order Date

Date the order was placed.

Shipping Date

Date the order was shipped.

Service Start Date

Start date for service.

Y

Service End Date

End date for service.

Y

Terms

When a payment is expected for the invoice amount.

SubTotal

Total amount of invoice items. This number does not include surcharges or deductions.

Shipping and Freight

Charges for shipping, freight, and handling.

Tax Rate

Tax percentage applied to the invoice.

Tax Amount

Amount of tax billed for the invoice.

Total Amount

Total invoice amount with surcharges, not including any deductions.

Amount Due

Amount owed to the vendor after surcharges and deductions.

Memo

A custom note about the invoice.

Y

Note on some invoice fields

Amount Due - Most customers should use this field instead of the Total Amount field (a majority of invoices do not make a distinction between Amount Due and Total Amount). This field will reliably capture what needs to be paid. If it is not found on an invoice, the system will extract anything reported as Total Amount into this field.

Total Amount - If you want to track finer accounting details, you may want to use this field. It will capture what you are charged for which you can then compare to what you actually need to pay (Amount Due).

Posting Date - Automatically extracts data from the Invoice Date field. If your posting date is different from the invoice date, you can manually change it. While reviewing an invoice, scroll down to the Posting Date field in the Results column. Click into the field to manually edit it before completing your review.

When an invoice is submitted after your pay period has closed, you may want to fill in a posting date. This will ensure that the invoice flows through to your ERP with additional information you need so that your vendor can be paid on time.

Vendor Fields

Vendor Field

Definition

Name

Vendor’s name.

Vendor ID

ID assigned to the vendor.

Approver

Designated approver for the vendor.

Memo

Custom message for the vendor.

Street Address

Vendor's street address.

PO Box

Vendor's post office box number.

City

Vendor’s city or locality within a region.

State

Vendor’s state or region of locality.

Postal Code

Vendor’s postal code.

Country

Vendor’s country.

Telephone

Vendor's telephone number.

Customer ID

Vendor-assigned customer ID.

Status

Current vendor status.

SWIFT

Vendor's SWIFT code, used to represent a specific bank branch.

IBAN

Vendor’s International Bank Account Number.

Tax ID

Vendor’s federal tax ID.

GL Code

General ledger code assigned to the vendor.

Department

Department associated with the vendor.

Custom 1

Custom field 1.

Custom 2

Custom field 2.

Custom 3

Custom field 3.

Custom 4

Custom field 4.

Custom 5

Custom field 5.

Note on custom vendor fields

Semantik uses a pre-trained AI model for invoice extraction, so custom vendor fields cannot be automatically extracted. Instead, you’ll need to manually enter data into these fields, which Semantik will automatically send to your ERP or other configured destination.

To use the custom vendor fields, enter the data into the Custom cells of your vendor CSV file (Settings > Vendors > Upload). These fields are not required to upload your vendor list.

If you need to enter custom vendor data for an individual invoice without adjusting your vendor settings, you can manually edit the custom fields during Review. Under the Results column, select Vendor, then scroll down to the Custom fields and enter your data.

Line Item Fields

Note: A Line Item is typically a product or service.

Line Item Field

Definition

Field is Manual

Item Number

Number of a line item.

Description

Description of a line item.

Quantity

The amount of a line item.

Unit Price

Price per unit for a line item.

Tax

Sales tax of a line item.

Total

Total price of a line item.

Memo

A custom note about a line item.

Y

Unit of Measure

The standard for measuring the quantity of a line item

PO Number

Purchase order number.

GL Code

General ledger code.

Y

Department

The business unit that pays for the product or service.

Y

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