Testing COAs Prior to Going Live

Testing COAs is essential before going live to ensure successful data extraction and processing.

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Testing COAs via Document Upload

On the COAs sub tab in the Data Processing Page, use the standard TraceGains upload feature to:

    • Drag and drop files
    • Upload via the Upload button
      • Wait for AI processing - do not leave the page.
      • This method is good for validating most identification and extraction attributes, but it will ignore the supplier email/domain identification attribute. 

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Testing COAs via Email

Emailing COAs allows for more efficient testing by sending multiple COAs at once. 

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Legacy Users - continue with the following steps using your test email account with AI Data Extraction ON:

Step 1: Select multiple COA records from the COAs tab. 

Step 2: Click on the Hamburger Menu.

Step 3: Select Email Selected.

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Step 4: Fill out the appropriate fields.

Step 5: Click Send.

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Testing Goals & Results

Once COAs are processed, they will appear in the COAs sub tab on the Data Processing Page.

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If the document is not recognized as a COA, it will appear in the Documents sub tab with a status of 'Needs Review'. 

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Recognized as a COA

The status of each record on the COAs sub tab after the upload will determine the further actions. After the review, COA records should be in Pending Approval status. Approve the COA to create the record on the main COAs tab. 

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Action Steps:

  • Supplier and Item Identification: Ensure the correct supplier and item are identified.
    • If not, manually enter Supplier & Item, then edit the Identification Attributes.
    • Use the Document Text tab to view and copy Identification Attributes from the document text.
  • Data Accuracy: Review the Extraction Attributes for accuracy.
    • If data is incorrect, use AI prompts or Norm Scripts to fix it.
    • Save Settings before reprocessing the COA. 

Not Recognized as a COA

If COAs do not appear on the COAs sub tab and only show as No Data in Documents, go through the following:

File-Specific Action Steps: 

  • For PDFs: Ensure the document is correctly oriented (vertical text).
  • For .DOC/.DOCX: Convert the document to PDF and re-upload.
  • If COA still isn’t recognized: Manually enter it in the main COAs tab.

  • For .XLS/.XLSX files: Ensure matching supplier and item IDs exist.

    • If incorrect supplier and item are found, update the spreadsheet and re-upload (Drag and Drop), and the file should work as expected.

 

 

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