Create Template for Purchase Order Documents

In Create Schema for Purchase Order Documents, you defined a schema that includes a list of header and line item fields you want to extract from purchase order documents. In this tutorial, you’ll create a template that uses your schema and associate documents with your template. You’ll Edit the extraction results of the associated documents to teach SAP Document AI where certain field values are located on the document to improve the accuracy of the extraction prediction for similar documents.

In the SAP Document AI basic UI, access Template on the left navigation pane and click + to create a new template.

In the dialog, proceed as follows:

1. Enter a name for your template, purchase_order_template, for example.

2. Choose Purchase Order as your Document Type.

3. Select the schema you created in Create Schema for Purchase Order Documents.

4. Click Create to create your template.

   

5. After your template is created, a confirmation dialog pops up. Click OK to acknowledge it. It will now navigate you to the detail page of your template.

   

   You now see a list of the associated documents (in our case, No data yet) and a list of the extraction fields that you’ve defined in your schema.

   

   

   In the next steps, you’ll upload a document, get the extraction results, and edit them so that you can associate the document with your template.

CAUTION:

When using the free tier option for SAP Document AI or a trial account, be aware of the technical limits listed in Free Tier Option and Trial Account Technical Constraints.

This tutorial uses the following purchase order documents. Download them to follow along (right-click on the link, then click Save link as to download the files locally):

• Sample Purchase Order 1
• Sample Purchase Order 2

1. Access Document on the left navigation pane and click + to upload a new document.

   

2. On the Select Document screen, choose Purchase Order for the Document Type.

3. Select the Schema you created. Don’t select a Template this time.

4. Drop the file directly or click + to upload one of the purchase order documents. The following images use the Sample Purchase Order 1.

5. Click Confirm.

   

   The document status changes from PENDING to DONE.

   

6. Click the document row to see the information extracted from the document using the schema you created.

   

Before associating the document with your template, make sure the extraction results are correct.

1. Click Edit. You can edit extracted values manually on the right of the screen. You can also select them from the page preview in the middle of the screen. To do the latter, hover your mouse over the page preview. The mouse pointer changes to a crosshair cursor. Position the cursor at the corner of the value you wish to select. Then, hold down the left mouse button. Move the cursor diagonally to the opposite corner to draw a bounding box around the value you want to select. Select the appropriate header or line item field from the Field dropdown in the Assign Field dialog. Add or change the value, as necessary. If you choose a line item, set the number in the Row Index field. Make sure the number you enter here matches the appropriate line item in the Label column on the right of the screen.

   

   This is an example of how to edit the field cancelDate:

   

   Once you’ve edited all incorrect header fields, the extraction results should look like the following:

   

   Once you’ve edited at least two lines of incorrect line item fields, the extraction results should look like the following:

   

2. Save your changes.

   

1. Click Add to template to associate the document with your template.

   

2. Select the relevant template from the dropdown and click Add.

   

3. Click OK. The document file is now associated with the template you selected. You can repeat the preceding steps to associate additional documents with your template.

   

The last step that remains is to activate the template.

1. Access Template on the left navigation pane and click the row of the template you created to access it.

   

2. Click Activate.

   

   Now, the status of your template changes from DRAFT to ACTIVE, which means you can use the template to extract information from documents. To make changes to your template, you have to Deactivate it first.

   

1. Access Document on the left navigation pane and click + to upload a new document.

   

2. In the Select Document screen, choose Purchase Order for the Document Type.

3. Select the Schema and Template you created.

4. Drop the file directly or click + to upload one of the other two purchase order documents. First, use the Sample Purchase Order 2.

5. Click Confirm.

   

   The document status changes from PENDING to DONE.

   

6. Access the document by clicking on it. You now see the page preview of the document file you uploaded, and the information extracted from the purchase order header fields and line items using the schema and template you created.

   

   You can now create a schema and a template and use them to get the extraction results for your own standard document types: invoices, payment advices, and purchase orders.

   Congratulations, you’ve completed this tutorial.