Extracts

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

• NOTE! The extract files in SmartPDF are used differently from the scanning service (Scan & Capture). In SmartPDF data processing, if the value needs to be populated into the data file from the extracted file, this must be clearly specified in the field-capture rules on the data-capture 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 a vendor code or VAT no. There 2 types of formats used for supplier extracts. One, which only contains suppliers’ details, and the second, which contains details of the receiving company, against which this supplier is registered in the customer’s ERP system. This means that there can be multiple records for the same supplier, each with a different receiving company ID, in the latter format. The former supplier extract cannot contain redundant supplier data.
• PO extracts
  Contains details of the recipient organization's purchase orders.
• Currency extracts
  Contains details of currency codes to be used for corresponding company units/regions.
• Contract extracts
  Contains details of the contract number between the supplier and the customer.

Extracts can be managed by Basware in the AP setup or by the customer in a 3rd-party invoice-processing system (ERP).

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

The source data required for extract generation is available in the customer’s ERP, and Basware’s AP systems pull the data from the customer’s ERP. There is a daily task scheduled in IP/Alusta that 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 SFTP (formerly known as Nova-JSCAPE). The extracts are updated daily 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 if any 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, select "no extracts".
• Extract Data Fields
  The network consultant will create the table, but the headers are standard. The custom fields need to be described in the data validation guide section for implementation.
• Frequency
  Typically, the extracts are delivered once a day to ensure, for example, that updated supplier master data is available for supplier matching purposes.
• Relative path
  The standard file path logic needs to be used.