Introduction

ZoneCapture provides several ways to capture data into custom header fields on the vendor bill/credit form in NetSuite. One of these options is using GenAI to extract information directly from vendor invoices.

When should I consider using GenAI for custom header fields?

Consider using GenAI when:

• Certain header fields on the bill are not yet automatically filled by ZoneCapture.
• The information you need is present on the first page of the vendor’s PDF invoice.
• You want to automate data entry instead of filling fields manually.

Use Case 1 - Extracting text field without additional context

Scenario: You want to capture the vendor’s email address.

Header field in NetSuite: Email Address

Purpose: Automatically populate the vendor’s email address from the invoice PDF.

Behavior: Data is extracted consistently across all vendors and subsidiaries.

Before you start:
✔ Make sure the vendor’s email address is clearly included on the PDF, for example:

Configuration

Type in NetSuite general search:  page: ZC GenAI Field and open the list.

Find the field you want to enable GenAI for. In our case it's "Email Address". Click Edit.

Unmark the checkbox Pre-population Deactivated.

Make sure the field name is descriptive and specific enough. GenAI uses this name to identify and extract the correct information from the PDF.

If your field has NetSuite field level helper populated, you will see it in the Help field. If it's populated - ensure that the text clearly explains what data should be captured. Update it if the description is vague or could be misunderstood.

Save you changes.

Start scanning next PDF invoices and confirm if data is automatically populated.

Use Case 2 - Text field with an additional context

Scenario: You want to capture the contract number, that some vendors might refer as a subscription number.

Header field in NetSuite: Contract Number

Purpose: Automatically populate the contract number field based on the captured contract number or subscription number.

Before you start:
✔ Make sure the number is clearly included on the PDF, for example:

Configuration

Type in NetSuite general search:  page: ZC GenAI Field and open the list.

Find the field you want to enable GenAI for. In our case it's "Contract Number". Click Edit.

Unmark the checkbox Pre-population Deactivated.

Make sure the field name is descriptive and specific enough. GenAI uses this name to identify and extract the correct information from the PDF.

If your field has NetSuite field level helper populated, you will see it in the Help field. If it's populated - ensure that the text clearly explains what data should be captured. Update it if the description is vague or could be misunderstood.

Use GenAI Field Context to provide more details that should be passed to GenAI to help in the extraction. In our case as we might look for contract number or subscription number, the custom prompt has been added.

Save you changes.

Start scanning next PDF invoices and confirm if data is automatically populated.