Setting up invoice items extraction in wflow
Settings can be accessed in the left menu Settings > Integration > Extraction. For each kind of document, you can set whether items should or should not be extracted. To turn the extraction on, activate the Extraction of items button.
Extraction of items - enabled
Switch has a blue colour.
In all cases items are extracted (no matter the process or automatisation), if the invoice contains them.
If you review the document in Rossum, these items can be edited, deleted or added.
Extraction of items - disabled
Switch has a grey colour.
In all cases, items won’t be extracted (no matter the process or automatisation) even if the invoice contains them.
If you review the document in Rossum next, items can be added, after confirming the document, these items are transferred to wflow.
Editing line items in Rossum
If you had item extraction turned off, or if the items were not extracted because they were not in the document, click the Line item field. The first line item form will already appear at the bottom of the screen.
You can also add values from registers lists (business items, cost objects, business items, descriptions, codes, etc.) to items. Then a check whether the amounts on the items match each other, the summary, the total base, and the total amount in the header happens.
For recurring documents with a large number of items, we recommend creating a template and adding this template in Rossum. Then you only need to update the data according to the relevant document.
You can read about how to work with item templates in this article.
Setting up line item extraction in Rossum:
In Rossum Aurora, you can define the parameters and style of item extraction. To get to its Settings, click on its icon at the top of the left panel.
The settings options will then be displayed. From the user's perspective and in terms of system behavior, the selected annotation method is essential.
Complex tables
If the Complex tables option is selected, the system will automatically, based on the selected first row and table location, fill in additional information from other possible rows and columns (purple suggestion).
This way, you can show the system how the items are designed and how it should proceed in the table.
Once you have marked the first row, select the Suggest option in the left panel.
If you have a multi-page invoice and need to extract items from another page, click on the Suggest other pages option in the left panel. The system will suggest the item division based on the layout shown on the first page.
Once the item suggestion is complete, confirm it with the Confirm button.
Magic Grid
It is possible to edit items with a Magic Grid. This is an efficient Rossum function where you mark all items from a document with a tabular pattern and then they are automatically rewritten into Items section of the invoice.
This function is optimal in case Rossum did not extracted invoice items automatically (based on previous learning experience).
After clicking on 'Line Item', simply left-click to select the entire range of items without headers in the table. Rossum will attempt to automatically recognize the range of rows and columns. If the range is marked incorrectly, adjust the edges marking the columns and rows to an acceptable state.
Some extra lines or collums might appear, they can be deleted, or you can add some if you need them.
Now is the time to mark the collums, that will be used in extracting items values.
When you are satisfied with the result, click on the "Použít" button. The selected table will then be rewritten in the extracted items.
Learn more HERE
Deleting items
Items can be deleted quite easily - use the scroll bar to get to the very right end, where a red trash can icon appears if you go over it. When you click on it, this line gets removed.
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