Step One is to always update the PSA Air ID. In the bottom right of the screen you will see PSA Air ID under Mapping Info. If that section is blank we need to add a PSA Air ID to this vendor.

PSA Air ID is something specific to this vendor that is going to show up on every invoice. This tells the system on the original scan which supplier this invoice belongs to. Good examples of PSA Air IDs are: HST #, Tax ID, Supplier Code. Other examples can include: Phone Number, Address, etc. The most important part is that it is UNIQUE to this specific supplier and is on EVERY invoice that they send you.

To Find this all you need to do is click on View Invoice and investigate the invoice to find a good PSA Air ID. For this example we are going to use the Vendor Code because this is unique to this vendor and is on every invoice that they send to us

Once we have identified the PSA Air ID the user is going to go into Maintain Supplier and update the supplier with that PSA Air ID. The user is going to find the correct supplier, use the Correct Mode, and add the PSA Air ID into the PSA Air ID section. Please be aware that it is case sensitive and space sensitive. It needs to be exactly like its presented on the invoice. Best method is to highlight the information on the invoice and copy & paste.

Once we have updated the supplier record with the PSA Air ID, the user will go back to the validate invoice screen and go to that invoice and hit the mode Re-Scan One

If the PSA Air ID was updated successfully they will get a popup with a green check mark next to supplier and it should show the correct supplier code and description.

When mapping new invoices you must ALWAYS Re-Scan One once the PSA Air ID is added before mapping. If you map without hitting Re-Scan One and verifying the PSA Air ID picked up then all the mapping will go to waste.

Once you have the PSA Air ID mapped anytime an invoice comes through PSA Air with that ID it will automatically be tagged to that specific supplier. The supplier code and supplier name will now reflect that ID. Also in the bottom right you will see the PSA Air ID in the mapping info

Mapping an invoice for a supplier is a once and done. Once you have mapped one invoice the rest of the invoices that come in will pull the correct information that you mapped. This is if the supplier's invoices do not change. If the invoice is changed then you will need to re-map the new version of the invoice. 

To start mapping an invoice you will first click on the Map mode at the top when the invoice is selected.

Mapping works best if you have the invoice open on one screen or tab and the mapping screen open on the other. This way the user can fluidly go back and forth with the information they need.

The first time you open the map screen it will be blank like below. If you have already mapped information it will be filled out and you can just correct it if needed. Map everything thing you can, if you cannot map it all it is fine. Any mapping you do will help streamline the process moving forward.

The best practice is to Map Invoice number, order number, and invoice date first. Then go Map Invoice Total, Sub Total (Optional), and Tax (optional).

To Map Invoice number the user is going to click on Invoice Number or press 1.

It will bring you into the light pink field to add a label. The first column when mapping an invoice is the label. The OCR system is looking for a label to tell it where to look. For invoice number we are going to find where it says invoice number on the invoice and put it there. Remember these fields are cap sensitive, space sensitive, etc. It needs to appear in mapping the same it is on the invoice. For the example below, we are going to take Invoice No.: field, and copy and paste it in the invoice no. section in mapping.

When the user hits enter if it was mapped successfully the system will add Row/Col beside it. This is the OCR program saying that this label (Invoice No.:) is on Row 9 and Column 138

If it was mapped unsuccessfully it will give you a warning saying it could not find that label. For the example below NO is in all capitals, but on the invoice its just the N in No that is capital.

If you wanted to check on your successful mapping you can go down into grid below and scroll to Row 9 and Column 138. You would see Invoice No: highlighted in this light pink. This is the reason it is important to be able to highlight and scan “good” invoices. 

After the label is mapped successfully the cursor will automatically go to the Value Column. This column is where we will put the actual information that is needed. In this example we need to put the actual date that appears on the invoice.

If mapped successfully the user will get this message. The user will also notice that the value now has a Row/Column.

If mapped unsuccessfully the user will get this message that it was unable to find that field.

The user will follow these same instructions for the rest of the mapping. Even if you cannot map all the information, the more you map the better PSA Air will work to optimize this process.

Once you have mapped all the information in the screen. The user will just need to hit the X in the top right of the screen or press escape.

Once they are back on the Validate Invoice screen, the user will want to go to the invoice they mapped and hit the mode Re-Scan One.

A popup will come up and show them what was pulled into the Validate Invoice screen with Green check marks and what didn't pull over with Red X. As you see below our Invoice number, Invoice Date, Due Date, PST, and Amount were all pulled over. 

Now that record is updated and any more invoices from that vendor will automatically come in scanned with those fields filled out (if the invoice stays the same).

Now with all the mapping saved and the invoiced scanned again the user can use the Correct Mode to finalize any last details that might be missing and hit Accept when its Ready to Post. 

For this example the only warning that we have is to confirm no PO number is attached. PSA AIr will always assume there is a PO to every invoice. If you have a PO number you can add it with the correct mode, if there is no PO for this invoice you can just accept it and it will turn from Light Pink and on Hold to Light Green and Ready to Post

When mapping the date on these invoices you will have an option after Value to determine which type of Date Format it is. It is important to choose this format correctly because this will be what the system uses to determine the due date.

The different formats

U - US Date Format - (M)M/(D)D/YY(YY)

A - AU Date Format - (D)D/(M)M/YY(YY)

M - Date First Year Format - YY(YY)/D(D)/(M)M

D - Month First Year Format - YY(YY)/(M)M/(D)D

Mapping still works if the date is written out. Example: August 8th 2023

When Mapping the Total, Sub Total, and Tax we want to start with the Total first and work backwards. The Total is the most important part of this mapping, so we want to start first. 

Tax and Sub Total are optional, but you can map them if you want. 

Sub-Total will automatically be calculated if you map Total and Tax

Please note that mapping does not accept special characters. When mapping pricing fields leave off the $.

On occasion when mapping you might get a screen that looks like below.

This screen is telling the user that there are multiple occurrences on the invoice for the data that was mapped. The program is asking which is the correct place for this data to use for mapping.

For example: The invoice below has Invoice No.: 5505 in two spots

How to decide on which one you want to choose is by looking at the Line and Columns. The Line section goes from the Top of the page starting at 1 and ending at a higher number depending on how many pages the invoice is. The Column section goes left to right. Left starting at 1 and Right ending at a higher number depending how much information is on the invoice. The first option says that it is on line 12 column 141. We can assume that this means its on the top of the page and to the right. The second option says that is is on line 27 column 11. We can assume that means its towards the bottom and on the left side. 

If we use this logic we can pick the first option and moving forward it will pull the Invoice No. From that section on future invoices.

If you wanted to verify you picked the correct one you can use the grid below and go to Line 12 and Column 141 to make sure its highlighted.