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AKSA AI Document Processor

User Guide

  • Application: AKSA AI Document Processor
  • Version: 27.0.0.0
  • Platform: Microsoft Dynamics 365 Business Central

Overview

AKSA AI Document Processor helps users convert incoming request documents into reviewed quote drafts. The app can import data from Excel, extract data from PDFs and images, use AI to suggest matching items, and create Sales, Purchase, or Service Quotes after user approval.

AI results are suggestions. Users must review and approve the draft before a quote can be created.

Before You Start

Open AKSA Open AI Setup and configure the required external services.

AI Model

Field Description
Open AI Model URL Endpoint used to retrieve available models.
Open AI URL Chat completion endpoint used by Process with AI.
Open AI Model Model sent in chat completion requests.
Open AI Key API key used for chat completion. Also used for embeddings when no embedding key is configured.

Document Intelligence

Field Description
Document Intelligence URL Azure AI Document Intelligence analyze endpoint used for uploaded PDFs/images.
Document Intelligence Key Subscription key sent with OCR requests.

Item Catalogue

Field Description
Default Prompt Template No. Default prompt template assigned to new draft documents. Seeded as DEFAULT.
Catalogue Size Threshold Item count threshold used to switch between full catalogue prompting and vector retrieval. Defaults to 1000.
Item Catalogue Batch Size Optional batch size for catalogue export helpers.

Vector Search

Field Description
Azure AI Search URL Azure AI Search service URL.
Azure AI Search Index Name Search index that stores item catalogue documents.
Azure AI Search Api Version Azure AI Search REST API version. Defaults to 2024-07-01.
Azure AI Search Key Azure AI Search API key.
Vector Result Count Number of relevant catalogue items retrieved for large catalogue processing. Defaults to 25.

Embeddings

Field Description
Open AI Embedding URL Endpoint used to create item and document embeddings.
Open AI Embedding Model Embedding model name when required by the endpoint.
Open AI Embedding Key Optional embedding API key. If blank, Open AI Key is used.

Default Prompt Template

The app seeds a default template named DEFAULT. It contains three active steps:

Step type Purpose
Prompt Gives the AI matching instructions and required JSON response format.
Item Catalogue Inserts either the full item catalogue or the vector-retrieved item subset.
Document Data Inserts imported or extracted source document data.

Use AKSA AI Prompt Templates to review or adjust prompt text. The AI response should contain a data array with descriptions, quantities, and suggested item numbers.

Prepare Item Embeddings for Large Catalogues

Large catalogue processing requires item embeddings and an Azure AI Search index.

  1. Open Item List.
  2. Filter or select the items to index.
  3. Choose AKSA Update Embedding by Filter to create embeddings on the selected Item records.
  4. Open AKSA Open AI Setup.
  5. Choose Upload Item Catalogue to upload item catalogue documents to Azure AI Search.

The upload includes item number, description, base unit of measure, and stored embedding vector when available.

Process a Draft Document

1. Create a Draft

Open AKSA Draft Document List and create a new draft.

New drafts receive the default prompt template when no prompt template is selected.

2. Complete Header Fields

Field Required Description
Document No. Yes Draft document number.
Type Yes Quote type: Sales, Purchase, or Service.
Customer No. Sales and Service Customer used when creating Sales or Service Quotes.
Vendor No. Purchase Vendor used when creating Purchase Quotes.
Contact Name No Filled from customer/vendor when selected, or entered manually for reference.
AI Prompt Template No. Yes Prompt template used for AI processing.
Excel Desc. Column No. Optional Excel column number containing item descriptions.
Excel Quantity Column No. Optional Excel column number containing quantities.

3. Add Document Data

You can add document data in either of two ways.

Import from Excel

  1. Choose Import From Excel.
  2. Select an .xlsx file.
  3. Select the worksheet.
  4. The app converts worksheet data to JSON and stores it in Document Data.

If description and quantity column numbers are provided on the draft, the import creates normalized dsc and qty values. Otherwise, the app stores the available worksheet fields and the prompt must explain how to interpret them.

Extract from PDF or Image

  1. Choose Extract Document Data.
  2. Upload a PDF, PNG, JPG, or JPEG file.
  3. The app sends the file to Azure AI Document Intelligence.
  4. If Azure returns an asynchronous operation, the app polls until the result succeeds, fails, or times out.
  5. The extraction response is stored in Document Data.
  6. The uploaded file name is stored in Source File Name.

4. Process with AI

Choose Process with AI.

The app:

  1. Validates that document data and a prompt template exist.
  2. Counts Business Central items.
  3. Uses the medium catalogue pattern when the item count is at or below the threshold.
  4. Uses the large catalogue pattern when the item count is above the threshold.
  5. Sends the composed prompt to the configured chat endpoint.
  6. Stores the raw response in AI Response.
  7. Creates draft lines and suggested item candidates.
  8. Sets the draft status to AI Suggested.

5. Review Suggested Lines

Review every line in the draft subform.

For each line:

  1. Check Input Description.
  2. Confirm or change Item No..
  3. Confirm Quantity.
  4. Use the assist action on Item No. to choose from AI suggested item candidates when available.
  5. Set Reviewed to true when the line is correct.

Changing the item or quantity resets Reviewed to false.

6. Approve the Draft

Choose Approve Draft after all lines are reviewed.

Approval requires:

  • Required customer or vendor account on the header.
  • At least one draft line.
  • Item number on every line.
  • Quantity greater than zero on every line.
  • Reviewed checked on every line.

After approval, the draft status becomes Approved and the app records Approved By and Approved At.

7. Create the Quote

Choose Create Quote.

The app creates a standard Business Central quote based on draft type:

Draft Type Required account Created document
Sales Customer No. Sales Quote
Purchase Vendor No. Purchase Quote
Service Customer No. Service Quote

After quote creation:

  • Quote No. is stored on the draft.
  • Status becomes Converted.
  • The converted draft cannot be changed or reprocessed.

Review Communication Logs

Open AKSA AI Communication Log to review integration calls.

The log includes:

  • Type: AI, OCR, or Search.
  • Description of the step.
  • HTTP status code.
  • Created date/time.
  • Request body blob.
  • Response body blob.

Use this page for troubleshooting prompts, service responses, and Azure AI Search requests.

Status Reference

Status Meaning
Open Draft is being prepared or corrected.
AI Suggested AI has populated draft lines and suggestions.
Approved User has reviewed all lines and approved quote creation.
Converted Quote has been created and the draft is locked.

Common Errors

Message What to check
Document Data is empty. Import from Excel or extract document data before processing with AI.
AI Prompt Template lines were not found. Confirm the selected prompt template has active lines.
Line must be reviewed before the draft can be approved. Mark every corrected line as Reviewed.
Customer No. must have a value. Sales and Service drafts require a customer.
Vendor No. must have a value. Purchase drafts require a vendor.
Document Intelligence accepted the document but did not return an Operation-Location header. Confirm the configured Document Intelligence endpoint supports asynchronous analyze operations.
Azure AI Search response does not contain a value array. Confirm the Azure AI Search endpoint, index name, API version, and request permissions.

Permissions

Assign users the AKSA AI DOC PROCESS permission set so they can access the extension tables, pages, reports, and codeunits.