In this article, you will learn how to improve the quality of supplier identification using specific rules.
Rules for supplier recognition: "known" vs. "specific"
To add a new rule, select Master data > Manage accounting > Invoice receipt settings > Rules and click on Add.
The rules in the invoice receipt book area take effect at two times:
when the invoice is received (1) or
during verification (2).
The selectable criteria and actions differ:
The document worklist rules, on the other hand, are triggered when the posting details are called up and managed separately, again with their own options.
Please note: Criteria with "known" check for matches between the OCR result and your respective entries in the master data. The supplier/vendor account assigned in the background on the basis of this is set with "Set found supplier/vendor". Combinations other than known -> found do not make sense.
A combination of recognising certain suppliers based on criteria from the text (Text contains...) is recommended. For the best possible assignment, load an invoice from the supplier into the invoice receipt book, open the entry screen and also "Display generated files" under "Documents". At this point, you will find the result of the OCR recognition in a text file. Unique criteria such as supplier name, address components, etc. can be used, even if no exact or correct recognition has taken place. Use several variants to create a separate rule for the specific supplier:
Terminating rule on invoice receipt
Several unique criteria linked with or, e.g.
Text contains "Mueller"
Text contains "Mueller"
Text contains "Möller".
If one of the criteria applies to future OCR results, a specific vendor should be set as the action, in this case 70XXX Müller AG.
Certain rules can be used more reliably than general recognition through individualisation. You will achieve the best results by combining specific rules customised to your priority suppliers and a rule for checking for known master data in the last position. Suppliers that were not previously recognised using individual rules are automatically compared with the master data last.
Always pay attention to the numbering of the rules that reflect the priority.
When recognising suppliers, it is important to first check according to specific criteria and then according to more general criteria.
As a rule, specific rules should also be terminating rules. The results of the recognition are otherwise replaced by the final master data recognition.
Examples
Invoice receipt: Pre-assign suppliers and release processes
Ending rule for specific suppliers:
Text contains "Scopevisio" OR Text contains "Rheinwerkallee"
Set specific supplier: 700xx Scopevisio
Set release process: "shortened release".
Ending rule for remaining suppliers:
Text contains known vendor VAT ID OR Text contains known vendor name
Setfound supplier/vendor
Set release process: "normal release".
Verification: Automatic approvals, set dimensions
Continuing rule for cost centre assignment:
Supplier name is equal to 700xx Scopevisio
Set dimension account for dimension 2: "IT: Software".
Ending rule for automatic release of small amounts:
Amount is less than or equal to 100 EUR
Automatic factual check
Automatic payment release.
Document worklist: Account assignment
The rules, which are executed within the voucher worklist when called up, can add a generally applicable G/L account to the default personal account if required. In the rules of the document worklist, which can be accessed via the posting screen, for example, the following is stored:
Ending rule for account assignment:
Supplier name is equal to 700xx Scopevisio
Set specific account: 0027 EDP Software.
You can find further information on the rules of the document worklist in the article "Voucher worklist".