Define a field. Explain how to recognise it.

01Understand the four parts

A field represents one required value, such as an invoice reference or total. Define its name, extraction instruction, example and data type.

Each field becomes an export column. Adapt a ready-made template or create a list from an empty starting point.

02Use a brief, recognisable name

• Use the words printed on the paper. If your suppliers write Invoice no, call the field Invoice number.
• One value in each field. Put the supplier name and the supplier phone number in two fields, not one.
• Make every name different. Write Invoice date and Due date, never Date twice.
• Spell words out. A short form only you know will mean nothing to the person who reads the file after you.

03Describe the target clearly

Explain the task as you would to a new colleague. In one or two sentences, identify the usual position, nearby printed labels and values that should be excluded.

Specific: “Find the final amount including VAT beside Total or Amount due; exclude the subtotal.” Vague: “Total.” The vague instruction leaves several similar amounts to choose from.

04Show an example

An example communicates the expected pattern: letters, digits, separators and currency symbols. It helps distinguish similar references, such as an invoice number beside a purchase-order number.

Use the format printed on your documents. An example guides recognition; it is not inserted into extracted results.

05Choose the data type

• Text: names, addresses, numbers that are really labels, such as an invoice number.
• Number: counts and quantities you may want to add up.
• Money: amounts, kept with their currency, naira first.
• Date: read day first, the way dates are written in Nigeria.
• Yes or no: a ticked box, a stamp such as Paid, or a signature that is there or not.
• List: rows with columns of their own, such as the items on an invoice.

06Example: invoice fields

• Invoice numberText

  Find the reference labelled Invoice no near the header, excluding any purchase-order reference.

  Typical valueINV/0042

• Supplier nameText

  Identify the issuing supplier, normally named near the header logo.

  Example: printed company name, including Ltd

• Invoice dateDate

  Use the date labelled Invoice date or Date, excluding the payment due date.

  Typical valueDay, month, year

• VATMoney

  Locate the stated VAT amount above the final total; leave it blank if VAT is not printed.

  Typical value₦3,375.00

• TotalMoney

  Select the final payable amount including VAT beside Total or Amount due, excluding the subtotal.

  Typical value₦48,375.00

• ItemsList

  Capture each table row’s description, quantity, unit price and line amount.

  Typical valueOne row for each line

07Example: waybill fields

• Waybill numberText

  Locate the reference labelled Waybill no, commonly at the upper right.

  Typical valueWB 10217

• SenderText

  Identify the sender next to From or Consignor.

  Typical valueName as printed

• ReceiverText

  Identify the recipient next to To or Consignee.

  Typical valueName or branch

• Number of packagesNumber

  Count the stated bags, cartons or pallets; exclude weight figures.

  Typical value40

• Received in good orderYes or no

  Read the recipient’s acknowledgement checkbox or the receiving stamp near the page bottom.

  Typical valueYes

• GoodsList

  Capture each goods line with description, quantity and weight.

  Typical valueOne row for each line

08Refine unexpected results

Inspect the returned value and its highlighted source. If the wrong text was selected, or visible information was marked absent, make the instruction more specific. Add nearby labels or explicitly exclude confusing alternatives.

Run the document again after editing. Up to three rereads per file per day are included following a field-list change. Manually corrected values remain preserved.