Test Setup

Testing Policy

Invoice Data Extraction

This test procedure extracts key information from invoice documents for accounts payable processing.

Objectives

  • Accurately identify invoice metadata
  • Extract all financial figures
  • Flag any discrepancies or missing information

    • Document Handling

  • Process each invoice individually
  • If a document contains multiple invoices, extract each separately
  • For illegible sections, mark as [ILLEGIBLE]

    • Quality Standards

  • All amounts must include currency symbols
  • Dates must be validated for logical consistency
  • Vendor information should match against known vendor list when possible

    • Detailed Field Extraction Rules

    Invoice Number Extraction

    The invoice number is a critical identifier. Follow these steps:

  • Check the top-right corner of the document first
  • Look for labels such as "Invoice #", "Invoice No.", "Inv Number", or "Reference"
  • If multiple potential invoice numbers exist, prefer the one in the header
  • Invoice numbers may contain letters, numbers, and hyphens
  • Do not confuse with PO numbers or order references

    • Date Field Processing

    Multiple dates may appear on an invoice:

  • Invoice Date: When the invoice was created
  • Due Date: When payment is expected
  • Service Date: When services were rendered
  • Ship Date: When goods were shipped

    • For each date field:

  • Convert to MM/DD/YYYY format
  • Validate that dates are logical (e.g., due date after invoice date)
  • If only partial date is visible, mark as [PARTIAL: visible portion]

    • Amount Calculations

    When extracting monetary amounts:

  • Always include the currency symbol or code
  • Preserve decimal precision as shown on document
  • For line items, verify that: quantity x unit price = line total
  • Sum of line totals should equal subtotal
  • Subtotal + tax + fees - discounts = total

    • Tax Handling

    Tax information varies by jurisdiction:

  • Look for tax rate percentages
  • Identify tax type (sales tax, VAT, GST, etc.)
  • Some invoices show multiple tax lines
  • Tax-exempt items should be noted

    • Vendor Information

    Extract complete vendor details:

  • Company name (official registered name)
  • Address (street, city, state/province, postal code, country)
  • Phone number
  • Email address
  • Tax ID / VAT number if present
  • Bank details if shown

    • Customer/Bill-To Information

    Similarly extract recipient details:

  • Company or individual name
  • Billing address
  • Shipping address (if different)
  • Customer account number
  • Contact information

    • Edge Cases and Special Handling

    Multi-Page Invoices

    For invoices spanning multiple pages:

  • Look for "Page X of Y" indicators
  • Continuation markers like "Continued on next page"
  • Running totals vs. final totals
  • Ensure all line items are captured
  • Use final page total as the authoritative amount

    • Credit Notes and Adjustments

    Credit notes require special handling:

  • Negative amounts should be preserved as negative
  • Reference to original invoice should be captured
  • Reason for credit if stated

    • Foreign Currency

    When invoices show foreign currency:

  • Extract amount in original currency
  • Note exchange rate if provided
  • Do not perform currency conversion unless explicitly instructed

    • Handwritten Annotations

    If handwritten notes appear on the invoice:

  • Note their presence in a comments field
  • Do not treat handwritten amounts as authoritative
  • Flag for human review if annotations conflict with printed data

    • Validation Rules

    Automatic Checks

    The following validations are performed automatically:

  • Date format consistency
  • Mathematical accuracy of totals
  • Required field completeness
  • Character encoding validity

    • Manual Review Triggers

    Flag for manual review when:

  • Confidence score below 85%
  • Any field marked as illegible
  • Calculated totals don't match stated totals
  • Document quality is poor
  • Multiple invoices detected in single document

    • Additions

    Document Types

    1.Invoice
    2.Statement
    3.Receipt

    Select a document type to view its prompt

    Output Template

    Load a template or paste from spreadsheet

    Select a header to view its prompt