Name a field. Say where to find it.

01What a field is

A field is one value you want from every document, such as the invoice number or the total. Each field has four parts: a name, a description of what to look for, a typical value, and the kind of value it is.

Each field becomes a column in your download. You can start from a ready field list and change it, or start blank and write your own.

02Give each field a short, plain 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 what to look for

Write the description as if you were telling a new member of staff where to look. One or two short sentences are enough. Say where the value usually sits, what words are printed beside it, and what to leave out.

Good: "The amount to pay after VAT, at the bottom of the page beside Total or Amount due. Not the subtotal." Weak: "Total." The second one leaves Takarda to choose between three amounts at the bottom of the page.

04Add a typical value

A typical value shows the shape of the answer: how many letters and numbers, where the slash goes, whether there is a naira sign. It helps Takarda pick the right thing when two values look alike, such as an invoice number and an order number printed side by side.

Write it the way your documents print it. Nothing from the typical value is copied into your rows; it only shows what to look for.

05Pick the kind of value

• 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.

06Written out for an invoice

• Invoice numberText

  The number beside Invoice no near the top. Not the order number.

  Typical valueINV/0042

• Supplier nameText

  The business that sent the invoice, usually at the top beside the logo.

  Typical valueName as printed, with Ltd

• Invoice dateDate

  The date beside Invoice date or Date. Not the due date.

  Typical valueDay, month, year

• VATMoney

  The VAT amount at 7.5%, above the total. Leave empty if no VAT is shown.

  Typical value₦3,375.00

• TotalMoney

  The amount to pay after VAT, beside Total or Amount due. Not the subtotal.

  Typical value₦48,375.00

• ItemsList

  Every line in the table: description, quantity, unit price and amount.

  Typical valueOne row for each line

07Written out for a waybill

• Waybill numberText

  The number beside Waybill no, usually top right.

  Typical valueWB 10217

• SenderText

  The business sending the goods, beside From or Consignor.

  Typical valueName as printed

• ReceiverText

  The business receiving the goods, beside To or Consignee.

  Typical valueName or branch

• Number of packagesNumber

  The count of bags, cartons or pallets. Not the weight.

  Typical value40

• Received in good orderYes or no

  The box the receiver ticks, or the receiving stamp at the bottom.

  Typical valueYes

• GoodsList

  Each line of goods: description, quantity and weight.

  Typical valueOne row for each line

08When a value comes back wrong or empty

Open the value and look at its box on the page. If the box is around the wrong thing, or the value says Not on the page when you can see it, the description needs to say more. Add the words printed beside the value, or say what to leave out.

Then read the file again. Reading again after you change a field list is free, three times a day for each file, and it never overwrites a value you corrected by hand.