Quality of contacts (Automation monitor)

Modified on Tue, 24 Mar at 9:32 AM

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Only a user with a 'Back office' role in the domain can view the Automation monitor and, if necessary, perform actions to increase the automatic document processing rate score.

Automation monitor checks

The Automation monitor performs six specific checks on the quality of contacts:

Same contact name
Contacts that exist more than once have the same contact name and the same country.
Same VAT number
Contacts that exist more than once and have the same VAT number.
Same Chamber of Commerce number
Contacts existing more than once and having the same Chamber of Commerce number.
Missing information
The contact cards of these non-EU contacts do not contain an address and VAT number.
Unused contacts
Contacts that exist in the local database of this domain but to which no documents or transactions are linked.
Validate contacts
Local contacts of this domain can be updated with the data of contacts officially validated by one of the external validation sources such as CoC. VIES, etc.
.In addition, you can exclude certain contacts from the score by using the Snooze feature.

ATTENTION!

All checks are performed once a day.

Increase Automation monitor score

Below is a description of the action to be taken for each check in order to increase the score of the contact quality.

After making the necessary additions and/or corrections, you can update the score of the contact quality by clicking on the Refresh button at the top right of the screen.

Access to Contact quality (Automation monitor)

To access:

click on the Back office icon in the navigation bar
click on Automation monitor
in the now-opened screen, click on the Contact quality tile.

1. Same contact name

Shows all contacts that exist more than once and have the same contact name and country.

Action

Check if these contacts are duplicates and thus can be merged or if the name of one of the duplicate contacts can be changed.

ATTENTION!

This action is final!

Merge contacts

To merge contacts:

click on the Merge button. The following screen is opened:
select the contact you want to keep and thus to which all duplicate data will be transferred
then click on the Next button

The following screen is opened:
check that you have selected the correct contact to be retained. If this is not the case click on the Back button.
clikc on the Merge button.

The duplicate contact will be deleted, and the merged selected contact will remain.

The following message will appear on the screen:

View contact

To view a contact:

hover your mouse over the line of that contact in question
click on the button with the three dots
then select View contact from the dropdown menu.

TIP!

On the left side of the now-opened contact card, click on Documents or Transactions to view all documents posted to this contact or view all transactions associated with this contact, respectively.

Change contact

To change a contact:

hover your mouse over the line of the contact in question
click on the button with the three dots
then select Change contact from the dropdown menu

The following screen is opened:
change the name of the contact in question
then click on the Save button.

The contact disappears from the list of contacts with the same name.

2. Same VAT number

This shows all contacts that exist more than once and have the same VAT number.

Check if these contacts are duplicates and thus can be merged or if the VAT number of one of the duplicate contacts can be changed.

ATTENTION!

This action is final!

Merge, view or change contacts

To merge or change contacts, see the description for the above check 'Same contact name'.

3. Same Chamber of Commerce number

This shows all contacts that exist more than once and have the same Chamber of Commerce number.

Check if these contacts are duplicates and therefore can be merged or if the Chamber of Commerce number of one of the duplicate contacts can be changed.

ATTENTION!

This action is final!

Merge, view or change contacts

To merge or change contacts, see the description for the above check 'Same contact name'.

4. Missing information

This shows the contacts outside the EU whose contact cards do not contain VAT number and address.

Action

Enter at least one of them so that Yuki has more reference points for correct recognition.

Change contact

To change a contact;

hover your mouse over the line of the contact in question
then click on the Edit button

The following screen is opened:
enter the VAT number and/or address
then click on the Save button.

The contact disappears from the list of non-EU contacts without a VAT number and address.

5. Unused contacts

This shows the contacts that exist in the local database of this domain but to which no documents or transactions are linked.

Action

Delete these contacts so that Yuki can suggest more targeted entries for the appropriate contacts.

Delete contact

To delete a contact:

hover your mouse over the line of the contact in question
then click on the Delete button

The contact disappears from the list of unused contacts.

Delete all unused contacts

To delete all unused contacts at once:

select the check box in front of Name
then click on the Delete button.

6. Validate contacts

Here local contacts are shown that have the same name or address, VAT number or Chamber of Commerce number as a contact whose data has been officially validated by one of the external validation sources (KBO/KVK/VIES/Sirene).

Validating the contact overwrites the data of the local contact with that of the validated contact.

Do not include contact in score for validated contacts

You have the option of not including a contact in the calculation of the score of the validated contacts.

To do this, you can let a contact go dormant (snoozed), so to speak. The contact will not be shown for 30 days or permanent and will no longer be included in the calculation of the score.

Validate contact

To update the local contact with the most recent verified information of the validated contact:

click on the Validate button

The following screen is opened:
xheck the data
then click on the Validate button to update the local contact with the data of the validated contact.

The contact disappears from the list of contacts to be validated.

Validate all contacts

To validate all contacts at once:

select the check box in front of Contact:
then click on Validate at the top of the screen.

Snooze contact temporarily

To snooze a local contact for 30 days:

hover your mouse over the line of the contact in question
click on the button with the three dots
then select the Snooze for a month menu option from the dropdown menu.

OR
select the contact in question and click on Snooze at the top of the screen.

The snoozed contact will not be shown for 30 days and will not be included in the score calculation.

Snooze all contacts temporarily

To snooze all contacts at once:

select the check box in front of Contact
then click on Snooze at the top of the screen.

Snooze contact permanently

To snooze a local contact permanently:

hover your mouse over the line of the contact in question
click on the button with the three dots
then select the Snooze permanently menu option from the dropdown menu.

The following message appears on the screen:
enter the reason why you want to permanently snooze this contact
then click on the Snooze button.

The permanently snoozed contact is removed from the “Contacts to be enriched with verified information” list and moved to the “Permanently snoozed” list.

Validate permanently snoozed contact

To validate a permanently snoozed contact:

hover your mouse over the line of the relevant contact
then click on the Validate button

The permanently snoozed contact will be removed from the “Permanently snoozed” list.

View or change contacts

To view or change contacts, see the description for the above check “Same contact name'.

View external link

To view the Chamber of Commerce details for the contact:

hover your mouse over the line of the contact in question
click on the button with the three dots
then select the View external link menu option from the dropdown menu

The screen showing the Chamber of Commerce information is opened.