With automation it is possible to automate bookings to a large extent.
Actions that can be automated
Booking rules: add booking lines (only in combination with the Purchase to pay module). See this related article for more information.
Approval rules: approve booking proposals. Click here for more information.
Booking method assignment rules: assign a booking method. Click here for more information.
Relation assignment rules: assign a relation. Click here for more information.
Purchase invoice evaluation rules: evaluate a booking line as correct (only in combination with the Purchase to pay module). See this related article for more information.
Creating automation rules
Via Manage / Administration / Automation / Bookings you can create automation rules. See this related article for more information about values that can be used, such as AND and OR.
Available fields for rules
The following fields can be used in the conditions of automation rules:
Read by scan and recognition: indicates whether the document was read by scan & recognition. For UBL invoices and other e-invoices this field has the value False.
Invoice number
Description
Journal code
Journal type
Journal name
Document text: the textual content of the first 50 pages of the document. When a .xml and .pdf file are supplied, the text of the .pdf file is used. When an email without attachment is supplied, the content of the email is used.
Document number of pages: the number of pages of the document (maximum value is 50).
Read file name: the filename of the file that was read for the booking. For a UBL invoice the attached .xml file is read.
Read file name extension: the extension of the file that was read for the booking. If a UBL invoice is supplied as a .xml and .pdf file, the .xml file is read by default. Example: if the filename is Invoice 1234.pdf, the value of this field is .pdf.
Amount (incl. VAT)
Amount (excl. VAT)
VAT amount
Creditor / Code
Creditor / Name
Creditor / CoC number
Creditor / IBAN
Creditor / VAT number
Creditor / Country code
Creditor / General ledger account
Debtor / Code
Debtor / Name
Debtor / CoC number
Debtor / IBAN
Debtor / VAT number
Debtor / Country code
Debtor / General ledger account
Booking type: indicates whether it concerns a financial booking or a purchase invoice (only available when the Purchase to pay module is activated).
Recognition score (read more here)
Recognized as receipt: indicates whether the document was recognized as a receipt.
Payment condition code
Payment condition description
Payment condition tags
Currency code
Currency description
Currency tags
Direct purchase invoice (read more here)
Purchase invoice evaluation: available values are correct, correct (manual) and incorrect.
Document / Sender name
Document / Sender address
Document / Addressee
Document / Subject
Document / Origin
Document / Channel type
Document / Remarks
Document / Channel name
Document / Category
General ledger accounts
General ledger account classifications
General ledger account descriptions
General ledger account tags
VAT codes
VAT code descriptions
VAT code tags
VAT percentages
VAT scenario description
VAT scenario tags
VAT reversed: available values are true and false.
Cost centers
Cost center descriptions
Cost center tags
Cost units
Cost unit descriptions
Cost unit tags
Projects
Project descriptions
Project items
Project item descriptions
Employees
Employee descriptions
Articles
Article descriptions
Booking method: available values are master data, last booking – VAT recognition, last booking – line recognition and booking template.
Booking template name
Booking template level: environment level or administration level
Booking template tags
Relation recognition method:
Automatic match on CoC number
Automatic match on VAT number
Automatic match on IBAN
Automatic match on debtor number
Default relation of the journal
Default relation for receipts of the journal
Automatic match on postal code
Automatic match on phone number
Automatic match on debtor number and email address
Automatic match on debtor number and postal code
Automatic match on email address and postal code
Automatic match through an automation rule
Accounting package connection
Accounting package connection name
The following additional fields can be used in conditions for approval rules and booking method assignment rules:
Relation / General ledger account description
Relation / General ledger account classifications
Relation / General ledger account tags
Relation / VAT code
Relation / VAT code description
Relation / VAT code percentage
Relation / VAT code tags
Relation / Booking method
Please note: the availability of these fields depends on factors such as:
Automation on administration or environment level
Type of automation rule
Activated modules
Connected accounting package
Points of attention
Operations on text fields are not case sensitive.
The available operations (Contains, Starts with, Equal to, etc.) depend on the field type.
For booking line field types the operation “contains” means that the value occurs in one of the booking lines. In that case the full value must be entered in the value field.
This applies for example to booking line fields such as general ledger account descriptions, cost unit descriptions and project descriptions.
If no condition is added, the rule functions as a catch-all. This means the rule applies to all documents.
Priorities and rule execution order
Rules are executed according to their priority value from low to high. You can assign priorities to rules yourself.
Approval rule
Approval rules are intended for bookings with a high recognition score, which therefore have a small chance of errors and can be processed automatically. With these rules invoices can be automatically booked in the accounting package or automatically enter the digital approval workflow.
Below you can see an example line for fully automatically processing invoices up to booking and/or having them included in the digital authorization process.
By unchecking “Apply to all relations” you can select relations individually or activate the rule only for relations with specific relation tags.
Booking method assignment rule
Below you see an example rule for automatically assigning a booking method, in this case a booking template. Zenvoices scans the document and if the text 'Cost center 1' appears on the invoice, the rule is activated.
Relationship assignment rule
Below you can see an example rule for automatically assigning relationships. All receipts from different gas stations can be automatically booked to a single relationship in this way. Zenvoices scans the document and if one of the gas station names appears on the receipt, the rule is activated.
Please note: relationship assignment rules are executed before regular relationship recognition takes place.
Notes
Separate multiple values with a semicolon (“;”) without spaces.
Only bookings without warnings can be automatically approved based on automation rules. Possible warnings include:
invoice number is not unique (duplicate invoice)
IBAN does not match the relation master data
Per administration a maximum of 250 automation rules can be created. This limit can be increased on request via the helpdesk.