Create local OCR match rule

In order to further improve the automatic processing rate of documents (based on IDR and if activated Maximum recognition) in Yuki, document match rules that are based on OCR that has been found in a document can be created in a domain. OCR stands for Optical Character Recognition (Extract text from an image). 

For a detailed description of the IDR, see article Automatic Document Recognition (IDR). 

For a detailed description of Maximum recognition, see article Activate Maximum recognition.

Based on this recognised data the document type and the contact of the document amongst other things are determined.

Only a user with the 'Back office' role in a domain can create local OCR match rules.

A local OCR match rule can be created from two different places in Yuki:

• Click on the Archive icon in the navigation bar and then click on Match rules. Subsequently, in the now-opened screen, click on the New button.
• In the entry screen of a document you find the OCR details and the OCR match rules in the fixed section Document.
  
  

Create a local OCR match rule
Go through the following steps in orde to create an OCR match rule:

• Click on OCR details in the entry screen. Yuki now shows the OCR text that is found in the document.
  
  
  
• Search for an unique text line and next copy this text completely.
• Close the OCR text screen.
• Now click on OCR match rules.
  
  In the now-opened screen now opened you have to create the actual OCR match rule for the relevant document.
  
  

• Click on the New button.
  
  
  
• Paste the copied text under Criteria in the first OCR data field OCR data 1.
• Then you specify the document type and to which contact the document should be linked under Result.
  
  

• Click on the Save button.

TIP!

Click on the Edit or Delete buttons in an opened match rule in order to change or delete the existing match rule.

If the OCR data found in the document by Yuki matches with the entered OCR data in the OCR match rule then the chosen result will be applied in the document. The document type will be changed and the document will be linked to the entered contact.

ATTENTION!

Also the default values of the contact (with document type 'Purchase invoice' or 'Sales invoice'' ) will be filled in automatically.

Criteria of OCR match rule

The other fields will be applied as AND-AND criteria. So entering more criteria will reduce the result from the OCR match rule.

• OCR data 1/2/3: in the OCR data fields criteria can be entered whereby it is determined if the match rule can be applied to the document. Use the entire line of the data found in the OCR details. So don't omit part of the data that is found in the entire line.
• CoC number: in this field it is possible to enter a CoC number as criteria.
• VAT number: in this field it is possibe to enter a VAT number as criteria.
• Website: in this field it is possible to enter a website as criteria.
• IBAN: in this field it is possible to enter an IBAN as criteria.
• Priority: by setting a priority it is possible to give certain match rules priority over other match rules, for example when there are multiple match rules with partially the same data criteria.

Result

• Document type: one of the six document types should be selected as a result of the match rule. The available document types are:
  • purchase invoice
  • sales invocie.
  • bank statement
  • payroll slip
  • payroll tax assessment 
  • expense claim. 
• Contact: if a contact is selected here then the document will be linked to the entered contact. 
• Project: by entering a project code here the document will be assigned automatically to the relevant project.