Invoice receipt book: Working with rules

The set of rules allows you to automate many small steps and also ensures a more consistent process. The processing of documents is accelerated and simplified.

Configuring and editing the rules

Click on the Rules tab to display the list of rules you have created. Click Add to open a new window in which you can define the details of a new rule.
You can access the same screen by selecting and editing or duplicating the rule (to adapt it and save it under a new name).

Creating and editing rebu rules

Let's take a closer look at the rule details using the following screenshot of rule number 2. Double-clicking on the existing rule shows the following:

The header data of a rule consists of:

• Number
  The rules are checked and processed in the order of their number (ascending). If there are general but also very specific criteria for actions, the special rules should be higher up in the priority list (and therefore have lower numbers).

• Description
  The description is shown in yellow as a mandatory field before the entry and should be unique.

• Color code
  This visual differentiation can be used as an indication of the probability of a hit. This allows you to get a quick visual overview of how likely it is that a rule will lead to a clear result. We recommend using green for a high probability,
  yellow for a lower probability and orange for the lowest probability that the result will be unambiguous.

• Enabled
  Disabling rules is useful for temporarily suppressing them instead of deleting them completely.

• Rule behavior
  According to the number, the rules are checked and applied in a specific order.
  However, if the conditions of a "Terminating rule" are met, only the actions of this rule are executed, but no other rule is applied.
  In the case of a "Continuing rule", the next rule in the sequence is always applied, regardless of whether the "Continuing rule" has been fulfilled or not.

• Application time
  Here you determine whether your rule is applied before scanning, when the invoice is received or only after verification. Different conditions and actions are offered depending on the time.
  If you have selected invoice receipt, you will see the result of the applied rule as soon as you open the invoice receipt book. The rule for invoice verification is in fact only triggered when you click on the Verification button in the Voucher details view.

The conditions of a rule

First specify whether all conditions or just one condition must be met.
Working with "All conditions apply" leads to a higher hit quality.

Then click on New entry to set a condition. The time of application determines what Scopevisio offers you to choose from.
To add another condition, click on the small plus symbol on the right.

The actions

The options available for selection also depend on the time of application. Here you can also derive several actions based on a successful check.

The procedure for clicking on New entry or on the plus symbol to add further actions is the same as for setting the conditions.

Depending on the action, you will be offered various selection options. In the screenshot below, for example, the "Set release process" action is selected (3). You will see a list of the release processes that have already been created (4), to which the invoice can be automatically assigned when it is received. To call up this list, click once in the empty field (5) and then on Select release process at the bottom left (6).

An example of a standard rule could be to search the text for a known vendor name and at the same time a known vendor ID number when the invoice is received, in order to then automatically set the supplier/vendor found.

Please note that rules are independent of the status of the release processes! If a rule refers to a release process that has already been deactivated, the rule continues to apply and must therefore also be deactivated or changed.