Mapping AP Data Types - Intelligent Capture for AP - English - Foundation 22.1 - OnBase

Within the Data Capture Configuration window, once you select Map AP Data Types and proceed, the Language Selection screen is displayed.

From the Language and Locale list, select the language(s) and locale(s) from which you expect to receive AP documents in your solution. These selections will assist the Intelligent Capture for AP engine in processing those documents.

When finished selecting the language(s) and locale(s), click Next. The AP Document Type Mapping screen is displayed.

Map each scan queue enabled for Intelligent Capture for AP with the ERP system containing vendor identification data for the documents to be processed by that scan queue:

From the Selected Scan Queue drop-down list, select a scan queue that you want to map to an ERP system.
From the Selected ERP System drop-down list, select the ERP system containing vendor identification data for the selected scan queue.

A scan queue can only be mapped to one ERP system, but multiple scan queues can be mapped to the same ERP system.

Within each scan queue, you must map at least one OnBase Document Type to a capture AP Document Type to associate common Document Type information. To add a new mapped Document Type pair:

From the Selected Scan Queue drop-down list, select a scan queue associated with the OnBase Document Type you want to map to an AP Document Type.
From the EIM System Document Types list, select the OnBase Document Type you want to map.
From the Capture Data Types list, select the AP Document Type you want to map to the OnBase Document Type.
Click Add. The mapped pair is added to the Mapped Document Types list.

You can only map a single AP Document Type to a single OnBase Document Type. When you add a mapped pair, both Document Types are removed from the EIM System Document Types list and Capture Data Types list.

Additionally, each primary AP Document Type (invoices, purchase orders, packing slips, or bills of lading) must be mapped in a separate scan queue, but PO Invoice and Non-PO Invoice can be mapped in the same scan queue.

When you add one of these primary AP Document Types to a mapped pair, the other primary AP Document Types are removed from the Capture Data Types list. The secondary AP Document Types (AP Unknown, AP Support, and AP Miscellaneous) remain available for mapping.

For more information on the functions of primary and secondary AP Document Types, see Primary and Secondary AP Document Types.

To remove a mapped Document Type pair:

From the Mapped Document Types list, select the mapped pair you want to remove.
Click Remove. The mapped pair is removed from the Mapped Document Types list. The Document Types from the pair are added back to the EIM System Document Types list and Capture Data Types list, and any mapped Keyword Type pairs associated with this Document Type pair are also removed.

When finished mapping Document Types, click Next. The AP Keyword Type Mapping screen is displayed.

From the Selected Scan Queue drop-down list, select the scan queue associated with the Document Type pair for which you want to map Keyword Types.

From the Selected Mapped Document Type drop-down list, select the mapped Document Type pair for which you want to map Keyword Types. Single-instance and multi-instance Keyword Types that have been configured for the OnBase Document Type in the selected Document Type pair are displayed in the EIM System Keyword Types and EIM Multi-Instance Keyword Types lists, respectively.

Tip:

You can map OnBase multi-instance Keyword Types to the corresponding AP Keyword Types to assist in line item extraction during ICAP processing. To add a new multi-instance Keyword Type pair, see step 11.

For each Document Type, map each OnBase Keyword Type with its corresponding capture data type.

Note:

The ERP Name, Company ID, and Vendor Status capture data types are reserved for identification and retrieval purposes, and they are not included in ICAP training. For more information, see Reserved Capture Data Types.

To add a new mapped single-instance Keyword Type pair:

From the EIM System Keyword Types list, select the OnBase single-instance Keyword Type you want to map.
From the Capture Data Types list, select the AP Keyword Type you want to map to the OnBase single-instance Keyword Type.

Tip:
Each AP Keyword Type is listed under a category. To hide or expand a specific category of AP Keyword Types in the Capture Data Types list, click the arrow displayed next to the corresponding category.
Click Add. The mapped single-instance pair is added to the Mapped Keyword Types list.
Note the following while adding mapped single-instance Keyword Type pairs:
- While you can map a single AP Keyword Type to multiple OnBase Keyword Types, you cannot map multiple AP Keyword Types to a single OnBase Keyword Type. Therefore, when you add a mapped pair, the OnBase Keyword Type is removed from the EIM System Keyword Types list, but the AP Keyword Type remains in the Capture Data Types list.
- If you are configuring a first time setup for your solution, to complete your setup successfully, you must include an EIM System Keyword Type that corresponds to a Vendor Name or Vendor Number in one or more of your mapped Keyword Type pairs.
- If you want Intelligent Capture for AP to process multiple date and currency formats, you must include an EIM System Keyword Type that corresponds to a Culture Locale in one or more of your mapped Keyword Type pairs.

To add a new mapped multi-instance Keyword Type pair:

From the EIM Multi-Instance Keyword Types list, select the OnBase multi-instance Keyword Type you want to map.
From the Capture Data Types list, select the AP Keyword Type you want to map to the OnBase multi-instance Keyword Type.

Note:
The AP Keyword Types intended to be mapped to OnBase multi-instance Keyword Types are denoted by the Line Item – prefix (e.g., Line Item – Item Description).

Tip:
To allow the Intelligent Capture for AP engine to differentiate between duplicate line items, you can map a numeric OnBase Keyword Type (e.g., Line Number) to the Line Item – Auto Counter Data Capture Type.
Click Add. The mapped multi-instance pair is added to the Mapped Multi-Instance Keyword Types list.

Note:

While you can map a single AP Keyword Type to multiple OnBase Keyword Types, you cannot map multiple AP Keyword Types to a single OnBase Keyword Type. Therefore, when you add a mapped pair, the OnBase Keyword Type is removed from the EIM Multi-Instance Keyword Types list, but the AP Keyword Type remains in the Capture Data Types list.

To remove a mapped Keyword Type pair:

From either the Mapped Keyword Types or the Mapped Multi-Instance Keyword Types list, select the mapped pair you want to remove.
Click Remove. The mapped pair is removed from either the Mapped Keyword Types or the Mapped Multi-Instance Keyword Types list, and the OnBase Keyword Type from the pair is added back to the EIM System Keyword Types or EIM Multi-Instance Keyword Types list.

When finished mapping Keyword Types, click Next. The Summary screen is displayed.

A brief summary of your configuration settings is listed. Once you are finished reviewing the summary, do one of the following:

To save your configuration changes and return to the Product Selection screen, click Continue Configuration.
To save your configuration changes and close the Data Capture Configuration window, click Finish.