External fields: AI-read data verified against your systems
Reading a document accurately is not enough: the data must also match what is already in your ERP. With external fields, while scanning, Data Alchemy queries external services — for example your ERP through the AI agent or via API — retrieves the data the document refers to and compares it with what the AI has read, before the document moves on.
Availability: included in the Business and Enterprise licences. Not available on the Basic licence, and therefore not in the Demo either, which is its free trial.
What external fields are
External fields are fields of a document model whose value goes beyond what is written on the document: Data Alchemy uses them to query one of the customer's external services and compare the document with the linked data. The typical example is a delivery note that references a purchase order: Data Alchemy queries the ERP, through the AI agent or via API, retrieves the order and checks item code, quantity and the other fields line by line.
The difference from remote validation lies in the purpose. External fields enrich and compare the document with the external data the document itself refers to (the order quoted on the delivery note). Remote validation checks or resolves single values against master data: an item code that must exist, a customer code to be derived from the company name. The two features are often used together and are included in the same licences.
How external fields work while a document is read
External fields are configured in the document model: for the fields you specify, on every document read Data Alchemy queries the connected source and uses or flags the result of the comparison.
- 01AI readingThe model's AI engine reads the document, for example a delivery note, and extracts header and lines, including the purchase order reference.
- 02Query to your systemFor the fields configured as external fields, Data Alchemy queries the external service, for example the ERP through the AI agent or via API, and retrieves the referenced order.
- 03Line-by-line comparisonItem code, quantity and the other fields read by the AI are compared with those of the retrieved order.
- 04Consistent or flaggedIf the data matches, the document moves on; if it does not, the difference is flagged for review.
1. You configure the fields in the model
In the document model you specify which fields are external fields and which external service to query: for a delivery note, the purchase order reference to look up in the ERP.
2. The AI reads the document
The AI engine paired with the model extracts the data from the document, as for any other field: number, date, references, lines with codes and quantities.
3. Data Alchemy queries the external service
While scanning, Data Alchemy contacts the customer's system — typically the ERP, through the AI agent or via API — and retrieves the data linked to the document, for example the contents of the purchase order.
4. Comparison and flagging
The value read by the AI is checked line by line against the one in the ERP: what is consistent moves on, differences are flagged rather than ending up in the ERP.
When the source is your ERP, the lookup goes through the AI agent — installed at your premises, with your ERP credentials kept in your perimeter — or through your system's APIs. See also ERP integration.
What it looks like in the platform
An external field configured on a delivery note model: the lookup of the purchase order the document refers to.
Where external fields help
Whenever a document refers to another document already in your systems, external fields let you verify it before it is posted.
Delivery note checked against the purchase order
When reading a delivery note that references a purchase order, Data Alchemy retrieves the order from the ERP and checks item code, quantity and the other fields line by line: goods received are compared with goods ordered.
Supplier invoice and linked documents
When the invoice refers to an order or a delivery note, the comparison with ERP data supports three-way matching of invoice, order and delivery note, with differences flagged before posting.
Consistent data before it reaches the ERP
The value read by the AI and the one already in the ERP are aligned while scanning: quantities or codes that contradict the reference document do not enter your system.
Exceptions instead of spot checks
Instead of re-checking every line by hand, the operator only looks at the documents where the comparison with external data found a difference.
Agribologna: line item codes checked against the AS400
At Agribologna, external fields are connected to the AS400 ERP and work on the document lines, mainly on the item codes. Customer codes, on the other hand, are checked by remote validation starting from the company name. Read the Agribologna case study.
Which licences include external fields
External fields are included from the Business licence upwards, together with remote validation and the Mail service.
Included
Included, with everything in the Business licence, the native Salesforce integration, Order Dispatcher and the AI agent.
Included
Included together with remote validation and the Mail service; the AI agent is available as a separately quoted add-on.
Not available
The Basic licence covers document reading with 1 model and pay-as-you-go credits, with no verification against external systems.
Not included
The Demo is the trial Basic licence: 10 days, 10 documents, 1 predefined model. To see external fields on your own flows, plan a call.
Compare the licences on the pricing and licences page or request a quote.
Related features and pages
- Remote validationChecking item codes and retrieving the customer or supplier code from master data.
- AI agentThe component installed at your premises that makes ERP data available for lookup and posts extracted data into the ERP or CRM.
- Three-way matchingInvoice, order and delivery note compared automatically, with anomalies flagged.
- Document modelsWhere the fields to be read are configured, external fields included.
External fields: frequently asked questions
What are Data Alchemy external fields?
They are document model fields for which Data Alchemy, while scanning, queries one of the customer's external services — for example the ERP, through the AI agent or via API — to verify the data read by the AI. When reading a delivery note that references a purchase order, the platform retrieves the order and checks item code, quantity and the other fields line by line.
What is the difference between external fields and remote validation?
External fields compare the document with the external data the document refers to, such as the purchase order quoted on a delivery note. Remote validation checks or resolves single values against master data: it checks that an item code exists or retrieves the customer or supplier code from the company name or VAT number. Both are included in the same licences, Business and Enterprise.
How does Data Alchemy connect to my ERP for external fields?
When the source is your ERP, the lookup goes through the AI agent or via API. The AI agent is installed at your premises, connects to Data Alchemy over websocket and APIs and reads ERP or CRM data from a database, CSV, JSON or TXT files, or APIs, with your ERP credentials kept in your perimeter. Alternatively, Data Alchemy queries the APIs your system exposes directly. The AI agent is included in Enterprise and available as a separately quoted add-on on Business.
What happens if the data does not match?
If what the AI has read does not match the data retrieved from the external system, the difference is flagged instead of moving on as valid data: the operator only reviews those documents, not all of them.
Which licences include external fields?
They are included in the Business and Enterprise licences. They are not available on the Basic licence or in the Demo, which is the free trial Basic licence.
Verify your documents against the data you already have
Activate the free Demo to try AI reading on your documents, or plan a call to see external fields connected to your ERP.