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 (April 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 the 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 an invoice doesn’t match the PO?
Any mismatch will result in the supplier invoice record created being placed on hold within the Prima System, including partial invoices.
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 you supplier changes the design of their invoice?
You are not in control of your suppliers Invoices, and so from 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 invoice samples to the new design and will be revised the data extraction templates.
