Document Genetics

PDF TO PRIMA

How It works

Formate eVo

Document Genetics will install our Formate eVo solution on the same server as your Prima Client.

Watch Folder

We will set Formate eVo to monitor multiple email accounts (e.g. invoices@company.co.uk) for email messages, or Watch Folders.

Verification

Once an invoice is received, we will check sender email address against a lookup database.

Process

We check if an attachment is present and process accordingly
Intelligently extracting order data from a PDF, XML, EDI, CSV, ASCII Text or MS Excel attachments.

Prima

We send XML data to Prima EDI Client. Prima will match this with previously created PO.

Filter Name

Williams

Print Evolved

TC Group

Sterling Safetywear

Portwest

Blake White

Beeswift

Trodat

Findel

EBB

INGRAM

ASAP

Premier Paper

Medisave

Centurion

Imperial

Dams

Ralawise

North West Teas

Davin Foods

Elite Industrial

Epicurium

Shred Station

Shred IT

Bunzl Healthcare

Foremost

CAS Shredding

CAS ltd

Hammonds Hygiene

Dynamic Office

MMS

Henry Schein

Xindao

Polyconcept

CMS

Edit Office

TD Synnex

Westcoast

Bong

CatridgeSave

Office Interiors

Fortoak Rolls

EPSL

MDK Office Seating

Summit

System Hygiene

Hawk Furniture

Total Catering

Mediq

Valley Northern

Brook Taverner

Behrens

Slickstich

North West Tea

Pennine Aggregates

Bluestem Group

ORN Int

Teknik

CTS Wholesale

Grahame Gardner

COBA

United Brands

Slingsby

Leisure Bench

Revilo

ToffeIn

Kingfisher

Jump

Uneek Clothing

NextDay Coffee

Pencarrie

PF Concept

Zap

Renz Limited

GPC Industries Ltd

Polyco Healthline

Flashy Cactus

ORN Gloves

Labcold Limited

VCF

Innerglass

Pelltech

Seers Medical

Safe Shop

Southgate

HSM

KOBRA

LSM

TCU Group

ESPO

Funky Concepts

WBT Wholesale

Supertouch

Printerland

Premier Vanguard

LEO WorkWear

Booker

Fourstones Paper

United Flexo

NWT Supplies

(If your desired templates aren't available, you can request them while signing up)

Interested? See The Sign Up Link At The Bottom Of Our FAQ

What is processed?

Supplier invoices pdf from nominated suppliers, where a matching PO already exists in Prima Environment.

How many Suppliers do you work with?

As of now (September 2026) over 100.

What is done?

Data is extracted from the supplier invoice pdf and converted to the Prima import file format (XML) and placed in the correct input folder for the Prima EDC, to pick up and process as EDI into Prima system.

What’s the effect?

We replace a human transcribing the data from the supplier invoice into the Prima System, saving you time.

What doesn’t it do?

We do not create a PO in the Prima System if one doesn’t exist, nor do we do any data augmentation.

What do you have to do?

Deposit supplier invoice pdfs in folder on your network.

Is it an OCR process?

No, we do not OCR the document, we work with the text layer held within an electronically generated pdf, as provided by most suppliers.

Does the system work with invoices scanned from paper copies?

No.

What is involved?

A Software product called Formate eVo is installed on a pc or server on your network, which picks up pdfs from the folder you dropped the supplier invoices in, extracts the data from them, and passes them to the folder that the Prima EDC is looking at.

Where is formate installed?

Normally on the same pc or server that the Prima EDC is running on, but it can be anywhere on the network which has access to the Prima EDC folders.

Can you run it 100% separately to my existing Prima EDC?

No, as only one copy of the EDC can talk to the Prima System.

How fast is it?

Formate will process many pdfs a minute, and the Prima EDC will collect them every 60 minutes (this can be altered and normally is shorted by raising a ticket with Prima Support when the system is installed.).

What happens if the PO fails to match in PRIMA? Does this get placed on hold, or fails to import and doesn't show up in PRIMA client?

This fails to import and doesn't show up in PRIMA Client.

Are discrete discount items allowed?

Currently the Prima System doesn’t support the passing of any discrete discount item via automation, and so will be rejected. To prevent this, we notify you by email that the invoice contains a discount and therefore needs to be put on the Prima System manually.

Why are some suppliers marked as only being partially supported and can this be changed?

Some suppliers such as Amazon, give promotional credits, and “funded by” incentives. Currently Prima does not support the passing of these types of credit into their system as line items.

So, what happens?

As an example, an Amazon invoice without any credit lines will pass through, but one with, will be rejected and you will be notified by email.

Can new suppliers be added to the system?

Yes, if their invoices are provided to you as an electronic pdf, we can look at it and it is likely we can add it. Limitations are that the pdf is not encrypted or password protected and so allow extraction of the electronic text layer within.

If you request a new supplier, be added, is it added to the publicly available list?

Yes.

How is the system licensed?

Formate eVo is provided as a monthly subscription, at one of 2 levels, level one, up to 20 suppliers, or level 2 over 20 suppliers. Each subscription allows you to request 3 additional suppliers be added free of charge. (3 at level 1 and 6 at level 2). If a level one subscription exceeds 20 suppliers in total, including free additions you will automatically be moved to level 2.

Is there a trial available?

No, However, we would be happy to convert some of your invoices for a listed supplier so you can see the output, or we offer a refund of the monthly subscription if you have the system installed and within the first two months decide it is not for you.

What happens if your supplier changes the design of their invoice?

You are not in control of your suppliers Invoices, and so from time to time your supplier may change design, data content, branding etc of their invoice.. Unfortunately, we are not given advanced notice of these changes and so If this happens it is likely that the data extraction templates will fail and for a time that supplier will fail to import into the Prima System. If this happens, please let us know and provide some invoice samples to the new design so we can revise the data extraction templates accordingly.

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