Documentation/ Document types/ Bespoke documents and forms
Bespoke documents and forms
The standard types cover purchase-to-pay and the accounts, but they are not everything a business processes. The system can be trained to read your own paperwork: job sheets, production records, internal forms, and documents filled in by hand.
On this page
What can be set up
| What | How far it goes |
|---|---|
| New documents | Types that are not there as standard: job sheets, production records, internal forms, payment documents, transport manifests, payslips. |
| Particular fields | Data not currently pulled out of a document that is already supported, because it belongs to one industry or one supplier. |
| Extraction rules | How things are read, per company and per supplier. |
| Validation rules | Your own checks, beyond the standard arithmetic ones. |
| Output formats | Whatever Excel layout or file structure the receiving system insists on. |
| Connectors | Integrations with software not on the standard list. |
Documents filled in by hand
Job sheets and production records filled in by hand are scanned and read. It is one of the usual applications in construction, industry and logistics, where paper still moves round the workshop or the site.
Accuracy on handwriting depends on the handwriting, on the layout of the form and on the quality of the scan, so these cases are approached by tuning against your own real documents first.
Your own extraction and validation rules
Beyond new types, the set-up can change how documents that are already supported behave: what gets read, where from, and what has to be true before a document counts as correct.
Rules can be set per company and per supplier, so a supplier whose format needs special handling gets it without changing how everything else behaves.
Export formats built to order
When the receiving system insists on a particular structure, a certain column order, one row per invoice, a file format of its own, the output is built that way rather than leaving you to reshape the file afterwards.
It is the answer for the cases the standard export does not fit, like the packages that will not take several rows for one document when there are several VAT rates.
How it gets done
It is not configured in the application: it is agreed with the Dijit.app team.
- The request. There is a special requests box during sign-up; once you are running, you raise it through Dijit IA.
- Samples. You supply real documents, covering the variety you actually get: different suppliers, different layouts, the awkward ones.
- Agreeing it. You settle which fields are pulled out, which checks apply and how the information has to come out.
- Tuning and testing against those samples.
- Going live on your account.
What to expect
- The more samples the better. A format tuned on three documents behaves worse than one tuned on thirty.
- How variable the original is decides a lot. A stable form reads better than one that changes on every site.
- Handwriting needs more checking than print.
- It is set up per account: what is defined for one company does not change how anyone else's behaves.