Extracts

Extracts are master data files, which are being generated from the customer's systems. These extract files are used for data capturing processing in the data capture service.

• NOTE! The extract files in SmartPDF are used differently than on the scanning service (Scan & Capture). In the SmartPDF data processing if the value needs to be populated to the data file from the extracted file this needs to be clearly mentioned in the field capturing rules on the data capturing guide.

There are 5 types of extracts that can be used and applied to S&C projects:

• Company extracts
  Contains details of different units of a recipient organization. Each unit is uniquely identified by its Company Party ID (i.e., e-invoice address).
• Supplier/Vendor extracts
  Contains details of different suppliers (vendors) whose details exist in the customer’s ERP system. Each vendor is uniquely identified by vendor code or VAT no. There 2 types of formats used for supplier extracts. One, which only contains suppliers’ details, and second, which contains details of the receiving company as well against which this supplier is registered in the customer’s ERP system. This means that there can be multiple records of the same supplier but with different receiving company id, in the latter format. The former supplier extracts format cannot have redundant supplier data.
• PO extracts
  Contains details of different purchase orders of the recipient organization.
• Currency extracts
  Contains details of currency codes to be used for corresponding company units/regions.
• Contract extracts
  Contains details of contract number between supplier and customer.

Extracts can be Basware managed in the Alusta P2P setup or customer-managed in case of a 3rd party invoice processing system (ERP).

Extracts for P2P customers (recipients) are usually managed by Basware (exception non-SAS {licensed} customers where Basware P2P teams don’t have access to customer’s P2P environment). Extracts for network only (non-P2P) customers are managed by customers themselves.

The source data required for extract generation is available in the customer’s ERP and Basware’s P2P systems pull the required data from the customer’s ERP system. There is a daily task scheduled in IP/Alusta which generates the master data (S&C extracts) by using the source data. A text file is generated through this task and is FTP'd to Nova-JSCAPE. The extracts are updated on daily basis through these scheduled tasks.

Extracts to be used

In the data capturing guide, the purpose is to mark which extracts are used in the service, the form and how often these extracts are delivered, and to which location. The implementation team will create the backend based on these, and the service will alert in case some extract file is not delivered correctly during operations.

• Extract Type
  Selected extracts are marked in the data capture guide. If no extracts are being used in the project, then "no extracts" need to be selected.
• Extract Data Fields
  The network consultant will create the table, but the headers are standard. The custom fields need to be described in the section on the data validation guide for implementation purposes.
• Frequency
  Typically the extracts are delivered once a day to ensure for example updated supplier master data is available for supplier matching purposes.
• Relative path
  The standard file path logic needs to be used.