AI reading of supplier documents (quotes, delivery notes, invoices)

Steps

1. 1. Register the Gemini API key on the AI settings tab

   Reading uses your own Google AI (Gemini) API key, the same key as AI mapping. Register it on the AI settings tab and choose the model. Pages read count towards your plan's usage.

2. 2. Prepare the fields in the receiving app

   In the invoice app, for example, add an attachment field for the original (required), transaction date (date, required), amount (number, required), counterparty (single-line text, LOOKUP or drop-down, required) and received date (date, required). Optionally add document number, tax, order number, registration number, due date, a line item table (item code, name, quantity, unit price, amount), storage type (scanned or electronic), input date and reading info (multi-line text).

3. 3. Map the fields on the Document reading tab

   Open the Document reading tab, enable it, choose the document type (quote, delivery note or invoice), the original attachment field, the field for each read item, the line item table and its columns, and the fields for received date, input date, storage type and reading info. Transaction date, amount and counterparty are required, and one field cannot be used for two items.

4. 4. Set the input deadline and image size

   For scanned documents choose Promptly or Promptly after the business cycle (1 to 62 days). The confirmation screen warns when the deadline is near. The default image size (A4 and so on) is used to check scan resolution.

5. 5. Set up three-way matching (delivery notes and invoices)

   If the order number is a LOOKUP, the read order number finds the order record and fills it in. Enable Three-way matching and choose the order app's line columns (item code, quantity, unit price, amount, total) and the delivery app (order number field, line item code and quantity). Quantities, unit prices and amounts that differ from the order or delivery are flagged on the confirmation screen; you can set a tolerance.

6. 6. Save and update the app

   Save validates the settings (field types, required items, duplicates) and stops on problems. The settings are merged with the others. Press Update app in kintone to apply.

7. 7. Check the user flow

   The list screen shows Ingest document and the detail screen of a record with an original shows Read document. After choosing the file, how it was received (scanned or electronic) and the received date, the AI's candidates appear on the confirmation screen; low-confidence items are coloured and marked Check, so users correct them and press Create record or Save to record. Saving writes the original's SHA-256 and the corrections to the audit log.