Lumiya Intelligent Capture Administration Guide

First published on: 20 February 2026

Introduction

This administration guide helps companies configure and use the Intelligent AI capture processing functionality within Lumiya.

Overview

Lumiya Intelligent Capture uses artificial intelligence (AI) to automatically process documents and extract information.

This allows information to be extracted, and key header and line data to be auto-populated, reducing manual data entry and keying errors.

For purchase invoices, this allows suppliers to email purchase invoice PDFs and image files, to one or more email addresses per company, which are imported into the system on a scheduled cycle.

Each document identifies key header and line fields, such as supplier name, invoice number, and purchase order number.
- This allows the system to identify scanned purchase invoices by supplier and auto-populate the invoice form with these key fields.

For sales orders, this allows customers to email purchase invoice PDFs to one or more email addresses per company, which are imported into the system on a scheduled cycle.

Each customer layout has a template that identifies key header and line fields, such as customer name, order number/reference.
- This allows the system to identify scanned sales orders by customer and auto-populate the sales order form with these key fields.

For expenses, this allows users to email receipts to an email address for the company, where they'll be imported into the system on a scheduled cycle.

Each receipt will have relevant data extracted such as user from email, date, descriptions, amounts.
- Once they have all been emailed then these receipts can then be used to generate an expense claim.

Scanned files will automatically be attached as a link in the Lumiya transaction.

The system will record additional auditing information not on the document, such as scan dates and times.

If any of the received files can’t be read by this processing, users can enter missing information manually.

Intelligent Capture Screen – Access

In addition to the page rights required for the intelligent capture screen, there are other restrictions based on user access.

To upload a document manually:

The user needs to have a group available for that document type (PI/SO/EX/SQT)
Attachment – The attachment file name

To view documents and see the home page links:

If a user has page rights to the document listing page, they can see the documents

Intelligent Capture Screen – Header options

At the top of the screen are different options for adding, actioning, and configuring documents.

Add or upload document

Typically, the documents will be processed by extracting them from an email mailbox, but you can manually skip mailbox extraction steps to aid with training or process an urgent document.

You'll see the upload's current status after selecting the transaction type and selecting the files to upload.

The top will show the upload queue progress.

Filters

Selection buttons aid searching by letting users select various criteria, such as:

Dynamic date ranges
Transaction types (purchase invoice, sales order, expenses, sales quote)
Status

Users can also use the filter option to further limit the results by date range and email details and to search for a specific document by the partial or full document number.

Configuration/Mailbox

See the advanced section below.

Intelligent Capture Screen – Results Pane

Document details

The document status is shown, and when a document is processed the result will create a draft.

Actions – This has various hyperlinks based on the document status:

Selecting a document – Double-clicking on the row shows the image and document attributes.

Information – From the right-click option, you can see some basic information about the document processing times.

Sent – Date received for processing.
Sender – Shows whether the upload was MANUAL or the email address it came from.
Subject – Displays ‘Invoice Processor’ (if the upload was manual) or the email subject.
Attachment – The attachment file name.
Type – e.g. Purchase invoice.
Result – Latest step completed
- In Progress – On its way for extraction
- e.g. Draft invoice created – Ideal endpoint of purchase invoices being processed.
  - Note: If a credit note is found, the credit note flag is updated and the payment terms aren’t applied, so the due date is the same as the created date.
Details – Shows system errors that could occur but that typically occur only during initial testing when configuring the mailbox extraction or initial setup.
Number – This is the document number that has been captured.

Post Processing – Automatic Actions

Item/GL Codes:

The export process from the processing will check if the code is matched to one in the ERP solution, then the catalogue code for those who have a cross reference, then by description for last used, then item name if it’s matched to an item.

For the history; when only the line description is captured, previous invoices will be checked. If they are matched by the same group and descriptions, the system will determine the most likely item.

If no history exists, then the process will initially check against master data using the exact description. If no item/GL is found, then only the description is populated.

Tax codes:

Similarly, suppliers would not know your ERP tax codes, so the export process will either:

Check the most frequent use of any item/GL found and use that rate, or
Determine a rate percentage based on the extracted net and gross line amounts.
- This will then be validated based on the below rules until it determines a tax code.

There are some company settings that may be initially applied (e.g., Tax Liable Default Code)
Check the Lumiya history for the most common use for that rate +/- 1.00
Check the ERP master data for a suitable rate +/- 1.00
Check the code from the ERP supplier configuration (If a sales order, then this would be the default)
Use a company setting "Default VAT Code/Default Sales VAT Code"

The initial document is therefore the most important determinator of whether an item has its tax code correctly set, as one of the first checks is looking at the history.

Advanced Actions - Configuration/Mailbox

These options in the Intelligent Capture page are exclusively for users with admin rights and require a password.

To access, click unlock, enter the password, and click continue.

Note: You can update the password for the advanced action settings here.

Email Configuration

‘Mailboxes’ is where you configure the email account(s) that will extract documents for processing.

Rules at the top of the page can define the allowed file types for these attachments to avoid unwanted images, etc. in email signatures.

There are various email options, with the most frequent being Office 365. Details are provided on configuring the advanced settings in the separate mailbox configuration document.

Email extraction can be disabled when required via the active toggle switch.

You can enter an error email address to allow notifications when errors occur in extracting emails (it cannot be the same as the mailbox, which would create a loop).

If users can’t prevent certain emails but don’t want them captured each time, they can put the addresses or subjects into the right-side panel; Lumiya will ignore those emails in the extraction process.

Attachment type priorities can be applied based on which settings are allowed which can be used to stop using email signature '.png' files to create transactions or to allow the email body to be used e.g. if set to '.body, .png' it would stop once the email body is used to create the transaction (or '.pdf, .body' it would use the pdf but for any without the pdf it would use the body)

Once the email has been created, this screen will allow a test to display a ‘Last connection’ result.

Last modified: 08/04/2026/4:21 pm