Copilot - Extract Invoice Data and Generate a Pivot Table Tutorial

Transform your invoice management with AI! In 'extract invoice data and generate a pivot table', discover how to effortlessly extract data from your invoices using Excel's Copilot. Learn to create structured tables and even generate pivot tables for deeper insights. Unlock the potential of AI to save time and streamline your workflow—watch now and master your financial data!

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Objectifs :

This document aims to provide a comprehensive overview of how to utilize Copilot in Excel for managing invoices efficiently. It outlines the steps taken to create a structured table for effective tracking and highlights the benefits of using AI assistance in this process.

Chapitres :

  1. Introduction
    Managing invoices can be a time-consuming task, especially when dealing with multiple suppliers and formats. This guide explores how to leverage Copilot in Excel to streamline the invoice processing workflow, ensuring effective follow-up and organization.
  2. Creating an Invoice Management Table
    To simplify the task of managing invoices, the first step is to create a table in an Excel file. This table will serve as a central location for tracking key information from various invoices.
  3. Using Copilot for Assistance
    Copilot in Excel can assist in generating a structured layout for the invoice table. Although it cannot synthesize data from multiple documents directly, it can help identify key fields necessary for effective tracking. By crafting a precise prompt in a new Copilot chat, users can specify their ultimate goal and the fields they need.
  4. Uploading Invoices for Analysis
    Once the key fields are identified, users can upload several invoices in PDF format from different suppliers. Copilot will analyze these documents, extract relevant fields, and link them to the previously defined labels. This process allows for efficient data extraction and organization.
  5. Generating the Excel Table
    After uploading the invoices, Copilot identifies the key fields in each PDF and aligns them with the suggested labels. A prompt is provided to generate an Excel table automatically with the corresponding fields. The result is a structured layout ready for copying and pasting into Excel.
  6. Formatting Adjustments
    Upon pasting the table into Excel, users may encounter formatting issues, particularly with dates. Excel requires slashes instead of periods as separators. Users can request Copilot to adjust the date and number formats to ensure compatibility with Excel, which it does instantly.
  7. Finalizing the Table
    After pasting the adjusted table into an Excel workbook, users can finalize the organization and personalization of the data manually. This step allows for further analysis using Copilot, including the potential to generate pivot tables for deeper insights.
  8. Reviewing the Process
    It is crucial to double-check the entire process to ensure that all fields are correctly populated and none are left blank. This review helps maintain data integrity and accuracy.
  9. Conclusion
    In conclusion, while Copilot does not handle every aspect of invoice management, its ability to save time and streamline the process is invaluable. By following the steps outlined in this guide, users can effectively manage their invoices with the assistance of AI, enhancing productivity and organization.

FAQ :

What is Copilot in Excel?

Copilot in Excel is an AI-powered assistant that helps users automate tasks, generate suggestions, and improve productivity while working with spreadsheets.

How can I use Copilot to manage invoices?

You can use Copilot to analyze invoices by uploading them in PDF format, allowing it to extract relevant fields and suggest a structured layout for an Excel table.

What types of files can I upload for Copilot to analyze?

You can upload PDF files for Copilot to analyze and extract relevant data fields for your tasks.

How does Copilot help with formatting issues in Excel?

Copilot can adjust formatting issues, such as date and number formats, to ensure compatibility with Excel's requirements.

Can I generate a pivot table using Copilot?

Yes, you can use Copilot in Excel to generate a pivot table for deeper insights into your data.

What should I do if some fields are incorrectly populated in Excel?

It's important to double-check the data after using Copilot, as some fields might be incorrectly populated or left blank. Manual adjustments may be necessary.

Quelques cas d'usages :

Invoice Management

Using Copilot to streamline the process of managing invoices by extracting key fields from PDF invoices and organizing them into an Excel table for better tracking and follow-up.

Data Analysis

Leveraging Copilot to analyze large datasets in Excel, allowing users to generate pivot tables for deeper insights and improved decision-making.

Automating Data Entry

Utilizing Copilot to automate the extraction of data from multiple documents, reducing manual data entry time and minimizing errors.

Formatting Data for Reports

Employing Copilot to ensure that data formats are compatible with Excel, particularly for dates and numbers, enhancing the quality of reports generated.

Supplier Management

Using Copilot to manage supplier invoices efficiently by organizing and tracking payments, ensuring timely follow-ups and better supplier relationships.

Glossaire :

Copilot

A feature in Microsoft Excel that assists users by providing suggestions and automating tasks, enhancing productivity.

Excel

A spreadsheet program developed by Microsoft, used for data organization, analysis, and visualization.

PDF

Portable Document Format, a file format used to present documents in a manner independent of application software, hardware, and operating systems.

Pivot Table

A data processing tool in Excel that allows users to summarize and analyze data from a larger data set.

Formatting

The process of arranging and styling data in a document or spreadsheet to improve readability and presentation.

Fields

Specific categories or columns in a data set that hold particular types of information, such as dates, names, or amounts.

Data Synthesis

The process of combining data from different sources to create a comprehensive view or analysis.

résultat(s)
00:00:07
To simplify this task.
00:00:08
I want to create a table in an Excel file
00:00:11
that I can populate to ensure effective follow up and organization
00:00:15
can copilot help save me time.
00:00:19
Let's find out using copilot chat.
00:00:22
As Copilot in Excel currently cannot
00:00:24
synthesize data from multiple documents directly
00:00:27
in a new copilot chat conversation.
00:00:29
I craft a precise prompt specifying my ultimate goal
00:00:33
and my need to identify the key fields required for effective tracking.
00:00:38
After sending my request to copilot,
00:00:40
the A I generates a prioritized list of fields to include
00:00:44
the suggestions seem relevant and comprehensive.
00:00:48
Next,
00:00:48
I'll upload several invoices in PDF format
00:00:51
from different suppliers for copilot to analyze,
00:00:54
identify and extract the relevant fields, linking them to the labels suggested.
00:00:59
Earlier in the conversation, I attach four files at once.
00:01:02
Let them upload and allow co-pilot to handle the work.
00:01:06
Copilot responds by identifying the key fields in each
00:01:09
PDF and aligning them with the previously defined labels.
00:01:13
This is incredibly helpful beneath the response.
00:01:16
I notice a suggested prompt to generate an
00:01:19
Excel table automatically with the corresponding fields.
00:01:22
Let's see how that works.
00:01:25
The result is a structured layout that looks
00:01:27
ready for copy pasting directly into Excel.
00:01:30
Perfect.
00:01:31
However, I notice an issue with formatting, particularly with dates
00:01:36
as Excel expects slashes instead of periods as separators.
00:01:40
I'll ask my A I assistant to adjust the
00:01:43
date and number formats to ensure compatibility with Excel.
00:01:46
As soon as I ask Copilot corrects the formatting instantly.
00:01:50
Now I copy the result and paste the table into an Excel workbook. It's seamless.
00:01:55
While the structure is solid,
00:01:57
I'll finalize the organization and personalization manually
00:02:00
using the table format in Excel.
00:02:02
This will also enable me to leverage Copilot in Excel for further analysis.
00:02:06
If needed,
00:02:07
I can even use Copilot in Excel to generate a pivot table for deeper insights.
00:02:12
It's important to double check the entire process we just reviewed
00:02:16
as some fields might be incorrectly populated or left blank.
00:02:21
With this example.
00:02:22
Copilot once again proves that while it doesn't handle every aspect,
00:02:26
the benefits are clear, the time savings alone are invaluable for me.

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résultat(s)
00:00:01
Como assistente. Uma das minhas responsabilidades é processar e gerir faturas.
00:00:07
Simplificar esta tarefa.
00:00:08
Quero criar uma tabela num ficheiro Excel
00:00:11
que posso preencher para garantir um acompanhamento e organização eficazes
00:00:15
o copiloto pode ajudar-me a poupar-me tempo.
00:00:19
Vamos descobrir usando o chat copiloto.
00:00:22
Como o Copilot no Excel atualmente não pode
00:00:24
sintetizar dados de vários documentos diretamente
00:00:27
numa nova conversa de chat copiloto.
00:00:29
Eu faço um prompt preciso especificando o meu objetivo final
00:00:33
e a minha necessidade de identificar os principais campos necessários para uma monitorização eficaz.
00:00:38
Depois de enviar o meu pedido ao copiloto,
00:00:40
o A I gera uma lista priorizada de campos a incluir
00:00:44
as sugestões parecem pertinentes e abrangentes.
00:00:48
Seguinte,
00:00:48
Vou fazer upload de várias faturas em formato PDF
00:00:51
de diferentes fornecedores para co-piloto analisar,
00:00:54
identificar e extrair os campos pertinentes, ligando-os aos rótulos sugeridos.
00:00:59
No início da conversa, anexei quatro ficheiros de uma só vez.
00:01:02
Deixe-os carregar e permitir que o co-piloto faça o trabalho.
00:01:06
O copiloto responde identificando os campos chave em cada
00:01:09
PDF e alinhamento com os rótulos previamente definidos.
00:01:13
Isto é extremamente útil por baixo da resposta.
00:01:16
Percebi um prompt sugerido para gerar um
00:01:19
Tabela Excel automaticamente com os campos correspondentes.
00:01:22
Vamos ver como isso funciona.
00:01:25
O resultado é um layout estruturado que parece
00:01:27
pronto para copiar e colar diretamente no Excel.
00:01:30
Perfeito.
00:01:31
No entanto, noto um problema com a formatação, particularmente com as datas
00:01:36
pois o Excel espera barra em vez de pontos como separadores.
00:01:40
Vou pedir ao meu assistente A I para ajustar o
00:01:43
formatos de data e número para garantir a compatibilidade com o Excel.
00:01:46
Assim que peço ao Copilot corrige a formatação instantaneamente.
00:01:50
Agora copio o resultado e colei a tabela numa pasta de trabalho do Excel. É perfeito.
00:01:55
Enquanto a estrutura é sólida,
00:01:57
Vou finalizar a organização e personalização manualmente
00:02:00
utilizando o formato de tabela no Excel.
00:02:02
Isso também me permitirá aproveitar o Copilot no Excel para uma análise mais aprofundada.
00:02:06
Se necessário,
00:02:07
Posso até usar o Copilot no Excel para gerar uma tabela pivô para insights mais profundos.
00:02:12
É importante verificar novamente todo o processo que acabamos de rever
00:02:16
pois alguns campos podem estar incorretamente preenchidos ou deixados em branco.
00:02:21
Com este exemplo.
00:02:22
O Copilot prova mais uma vez que, embora não lide com todos os aspetos,
00:02:26
os benefícios são claros, a poupança de tempo por si só é inestimável para mim.

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