Processing
AI/OCR field extraction, manual correction, and duplicate detection
After a document is uploaded, it enters the Processing stage where field data is extracted automatically.
AI/OCR Extraction
Acadsys uses a combination of OCR (Optical Character Recognition) and AI vision models to extract key fields from uploaded documents:
| Field | Description |
|---|---|
| Supplier | Matched against the supplier directory by name or IČO |
| Invoice Number | Extracted from the document header |
| Issue Date | Date the document was issued |
| Due Date | Payment due date |
| Total Amount | Gross total including VAT |
| VAT Amount | Total VAT amount |
| Net Amount | Amount before VAT |
| VAT Rate | Applied VAT percentage |
| Payment Method | Bank transfer, cash, etc. |
| IBAN | Bank account number for payment |
For XML imports (Pohoda, Superfaktura, etc.), fields are read directly from the structured data without OCR.
Manual Field Correction
After extraction, review the pre-filled fields in the document detail form:
- Open the document from the upload queue or document list.
- Check each extracted field. Fields with low confidence are highlighted in yellow.
- Correct any errors by clicking the field and typing the correct value.
- Match the Supplier field — if the supplier is not found automatically, search by name or IČO.
- Assign a GL Group and Cost Centre for accounting.
- Click Submit for Approval when all fields are correct.
Duplicate Detection
Acadsys automatically checks for duplicate documents based on:
- Same supplier + same invoice number
- Same supplier + same amount + same date (fuzzy match)
If a potential duplicate is detected, a warning banner appears at the top of the document form. Review the linked duplicate and decide whether to:
- Continue — confirm this is a different document
- Discard — delete the current upload as a duplicate
Returning to Processing
If a document is rejected by an approver and returned for correction, it re-enters the processing stage. Update the fields as requested in the rejection comment, then re-submit.