Zenvoices automatically recognises invoice data and learns from user corrections. In this article, you will learn how the software improves based on your adjustments and continuously enhances invoice recognition within your accounts payable workflow.
Recognition of your first processed invoice
Are you processing your first invoice and notice that the recognition can be improved? You can improve recognition yourself by adjusting the booking proposal and then processing (exporting) the invoice. This process may need to be repeated 3 to 5 times. Please note: invoices must be exported to the accounting software for the system to learn from the corrections.
Below, we explain more about how automatic invoice recognition works.
Automatic recognition based on the most likely scenario
When an invoice is uploaded, the software automatically populates recognised fields based on the most likely scenario. This is done by comparing invoice data with previous bookings across all environments.
Learning from booking corrections
Occasionally, recognition may need to be corrected manually.
When you adjust a booking manually, Zenvoices learns from this correction. For future invoices from the same supplier (or with similar characteristics) the system will automatically recognise the correct fields.
Post-export validation
After a booking is exported, Zenvoices checks whether the booked data matches the originally recognised data. If differences are detected, the system learns from the adjusted values, provided that the information is present and readable in the document.
Self-learning fields
Invoice number
Invoice date
Amounts: total excl. VAT; total incl. VAT; VAT lines
Chamber of Commerce number (CoC)
VAT number
IBAN
Structured payment reference****
Your reference*,**
Your purchase order number**
Currency***
Customer number
* Used for matching commitments from AFAS and Exact Online Bouw (formerly Bouw7).
** Used for matching purchase orders in combination with the Purchase to Pay module.
*** This field is self-learning when the currency setting ‘Determine booking currency based on master data’ is disabled.
**** This field is self-learning when the full payment reference including +++ and / characters is entered. Once visible under ‘Recognised data’, the variable {recognisedpaymentreference} can be entered in the Payment Reference field in Zenvoices.
Recognised data:
Variable:
Amount recognition
Zenvoices automatically recognises multiple VAT rates, including corresponding base and VAT amounts. Recognition of 0% VAT (for example for deposits/returnable packaging) in combination with other VAT rates is supported and will also be learned automatically.
Important!
Self-learning recognition of amounts is based on recognised supplier characteristics. If no supplier identifiers are present on the invoice (such as IBAN, CoC number, VAT number, etc.), self-learning cannot take place.
Self-learning recognition for sales invoices is only possible if your own IBAN, CoC number and/or VAT number are configured in the administration settings.
Recognition scores
Each uploaded document receives a recognition score. This score indicates the confidence level that the data has been recognised correctly. Recognition scores are assigned at both booking level and field level.
The booking recognition score reflects the certainty that the invoice data has been fully and correctly recognised. The following fields determine the booking-level score:
-Invoice number
Invoice date
Total amount incl. VAT
Total amount excl. VAT*
* For non-VAT liable administrations, the total amount excl. VAT is not included in the overall recognition score calculation.
Each field also receives an individual recognition score, indicating the certainty of that specific field.
In the Bookings overview, the recognition score is displayed as:
Red if < 50%
Orange if inbetween 50% and 90%
Green if > 90%
You can use this score to determine from which recognition threshold a booking proposal may be automatically approved.
In addition to the overall document, recognition scores are assigned to:
Invoice number
Invoice date
Total amount incl. VAT
Total amount excl. VAT
Currency (if the administration setting for master data-based currency is disabled)
VAT number
Chamber of Commerce number
IBAN
Payment reference
Your reference
Contract number
Your purchase order number
You can view the score per field via ‘Recognised data’.
