This is for expert users only!! We prefer to create the maps for you and we provide this service for free
Keep in mind that it's easy enough to get the map you created to work once, but it takes expertise to make it always work!!
There are 3 different types of maps you can create: Line Item Maps, Service Maps and Summary Maps
If you are not certain what type of map you need then please go to this page: What sort of map should I ask for?
Video on how to create a Line Item Map
Creating a service map:
If you only want to create a Service map then all you would need to do differently to the above line item map video, is select the document type as 'Invoice - Service' and then when selecting the Line Item fields you fill in the Item Description and ignore the Item Quantity field, then include the rest of the line fields as the video shows.
Creating a summary map:
If you only want to create a Summary map then select the document type as 'Invoice - Service' and do not fill in any Line Item fields at all & do not include freight.
Video on how to create a Credit Note Map
The most important difference is to know when you need to map it with the document type set as 'Credit Note' or just as 'Invoice'. This will depend on whether the supplier has included negative signs on the amounts or not. If they did not include them you will need to set it as 'Credit Note' [this is because our system will then put a negative on the extracted amounts], but if the supplier did include the negative signs then you will need to set it as 'Invoice' [this is because our system will extract it with the negative].
MOST COMMON MISTAKES:
- When selecting the 'Line Item' fields, you need to select items on the invoice from just ONE line. As when there's multiple lines you need to decide which line to use...which line has the most information, for eg a gst amount or gst marker. To help explain take a look at the below lines. For this one you would choose the last line because it has a gst amount in it, as that one will be able to tell our system which lines are gst applicable now and in the future.
- Not using labels is another common mistake. Looking at the below image you can see that 'Issue Date' is the label. You need to highlight and use this as it will help the system find the date (the system is told to look for the exact words 'Issue Date' and then look to the right of it to find the invoice date)
REMEMBER...It's very easy to get a map to work once, but to get it to work repeatedly does take skill and you will at times need to seek the help of our experienced staff. If after creating a map you find it isn't working then please don't hesitate to contact us at firstname.lastname@example.org and let us know the map number so we can find a solution.
- Please note that in the videos you will see 2 columns side by side where it shows the extracted totals, but as we have updated our system since the video was made you will now only see one column and if the totals extracted are different to the totals of the added lines, then it will be shown with a red exclamation mark.