Getting Started with Financial Documents
How to use Financial Documents in DocDigitizer PowerCapture
What is a Financial Document?
We consider a financial document any typical document exchanged in an Accounts Payable or Accounting process.
Financial Documents are classified in sub-types, namely:
- Invoice
- Credit Note
- Debit Note
- Receipt
- Purchase Order
- Other
Invoice:
[Definition] By definition an invoice is a request for payment sent by the seller to the customer.
[Classification Rule] We consider an invoice a document that has the keyword invoice as a header of the document (written in every supported language).
Credit Note:
[Definition] A credit note is a negative invoice.
[Classification Rule] We consider a credit note a document that has the keyword credit note as a header of the document (written in every supported language).
Debit Note:
[Definition] A debit note is a document used by a vendor to inform the buyer of current debt obligations.
[Classification Rule] We consider a debit note a document that has the keyword debit note as a header of the document (written in every supported language).
Receipt:
[Definition] A receipt is proof of payment. It is a document confirming that a customer received the goods or services they paid for.
[Classification Rule] We consider a receipt as any document that has the keyword receipt as a header of the document (written in every supported language).
Purchase Order:
[Definition]: A purchase order is a commercial document and the first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products and services.
[Classification Rule]: We consider a purchase order as a document that has the keyword purchase order as a header of the document (written in every supported language).
Other:
[Classification Rule] If the document does not fit any of the sub-types above but has an indication of the supplier, recipient, and values we consider the document in the other classification.
Examples: reservations, online tickets, quotations, confirmation bills, receipts regarding invoices, account statements, and invoice details.
Attention: In this case, we do not guarantee data consistency because it may not have fit the data schema we are applying.
What are the fields that DocDigitizer extracts from a Financial Document?
List of fields in data schema
| Group of fields | Field name (EN) | Description | Standard Format | Field API name |
| Headers | Document Type | Kind of document | Enum: Invoice | Credit Note | Debit Note | Receipt | Purchase Order | Other | financial-document:document_type |
| Document Identifier | It's an unique code that identifies the document | custom code (string of letters/numbers) | financial-document:document_identifier | |
| P.O. | Purchase order identification number | custom code (string of letters/numbers) | financial-document:order_number value | |
| Issue Date | Document date of issue | Date (YYYY-MM-DD) | financial-document:issue_date | |
| Due Date | Invoice payment due date | Date (YYYY-MM-DD) | financial-document:due_date | |
| Supplier Tax Number | Tax identification number of the supplier | custom code (string of letters/numbers) | financial-document:supplier_tax_number | |
| Supplier Name | Name of the supplier | String (uppercase) | financial-document:supplier_name | |
| Recipient Tax Number | Tax identification number of the customer | custom code (string of letters/numbers) | financial-document:recipient_tax_number | |
| Recipient Name | Name of the customer | String (uppercase) | financial-document:recipient_name | |
| Currency | Currency of the document | String with ISO 4217 alphabetic code | financial-document:currency | |
| Line items | Item Code | Product reference | custom code (string of letters/numbers) | financial-document:line_items item_code |
| Description | Line item description | String (uppercase) | financial-document:line_items item_description | |
| Quantity | Line item quantity | Decimal number (dot decimal separator) | financial-document:line_items item_quantity | |
| Unit | Unit of measure of the item | String (kg, container, piece, gallon, …) | financial-document:line_items item_unit | |
| Tax Rate | One of the tax rates in the tax breakdown | Decimal number (dot decimal separator) | financial-document:line_items item_rate | |
| Item Tax | Item Tax amount | Decimal number (dot decimal separator) | financial-document:line_items item_tax | |
| Unit Price | Unit price without tax | Decimal number (dot decimal separator) | financial-document:line_items item_base_amount | |
| Unit Price + Tax | Unit price with tax | Decimal number (dot decimal separator) | financial-document:line_items item_amount | |
| Amount Base | Line Total amount without tax | Decimal number (dot decimal separator) | financial-document:line_items item_base_total_amount_base | |
| Amount Total | Line Total amount witht tax | Decimal number (dot decimal separator) | financial-document:line_items item_amount_total | |
| P.O. | Purchase order identification number | custom code (string of letters/numbers) | financial-document:line_items item_order_number | |
| Amounts | Base Total | Base amount for tax calculation | Decimal number (dot decimal separator) | financial-document:amount_base_total |
| Tax Breakdown | Tax Base | Sum of tax bases for items with the same tax rate | Decimal number (dot decimal separator) | financial-document:tax_breakdown tax_base |
| Tax Rate | One of the tax rates in the tax breakdown | Decimal number (dot decimal separator) | financial-document:tax_breakdown tax_rate | |
| Tax Amount | Tax amount | Decimal number (dot decimal separator) | financial-document:tax_breakdown tax_amount | |
| Tax Code | Tax code | String | financial-document:tax_breakdown tax_code | |
| Tax Total | Total Amount including tax for all items with same tax rate | Decimal number (dot decimal separator) | financial-document:tax_breakdown tax_total | |
| Amounts | Tax Total | Total tax amount | Decimal number (dot decimal separator) | financial-document:amount_tax_total |
| Amount Rounding | Remainder after rounding up total amount | Decimal number (dot decimal separator) | financial-document:amount_rounding | |
| Total Amount | Subtotal of all items, including tax | Decimal number (dot decimal separator) | financial-document:amount_total | |
| Amount Paid | Amount that has already been paid | Decimal number (dot decimal separator) | financial-document:amount_paid | |
| Amount Due | Final amount to be paid, including tax to be paid after deducting all discounts and advances | Decimal number (dot decimal separator) | financial-document:amount_due | |
| Last revision at 14-Mai-2022 | ||||
Additional fields may be added by customer request.
Updated almost 2 years ago