Quality of contacts (Automation monitor)

Disclaimer

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

Contacts quality in Automation monitor involves the following five checks on contact cards and contacts:

• Same contact name
  Relationships that exist more than once have the same relationship name and the same country.
• Same VAT number
  Relationships 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..

ATTENTION!

All checks are performed by the Automation monitor once a day. 

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.

The following describes the action to be taken for each check to increase the Contacts quality score.

After making sure that the necessary additions and/or corrections have been made, you can then update the score of the quality of contacts by clicking on the >Refresh button at the top right of the screen.

Hover your mouse over the Back office icon in the navigation bar and then click on Automation monitor. In the now-opened screen, click on the Suggestions link in the Quality of contacts tile.

Same contact name 

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

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.

After clicking on the Merge button, the merged selected contact will delete the duplicate contact.

The following message will appear on the screen:

View contact

To edit a contact, hover your mouse over the line for that contact, click on the button with the three dots, and 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 and then select Change contact from the dropdown menu.

The following screen is opened:

Change the name of the contact in question and then click on the Save button.

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

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'.

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'.

Missing information

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

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

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 and then click on the Save button.

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

Unused contacts

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

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

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.

TIP!

To delete all unused contacts at once, select the check box in front of Name and then click on the Delete button.

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.

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, so to speak. The contact will not be shown for 30 days and will no longer be included in the calculation of the score.

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:

Check the data and 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.

TIP!

To validate all contacts at once, select the check box in front of Contact and then click on Validate at the top of the screen.

Snooze contacts

To snooze a local contact:

• hover over the line of the contact in question and click on the button with the three dots. Then select the menu option Snooze menu option from the dropdown menu.
  
  
  
• 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.

TIP!

To snooze all contacts at once, select the check box in front of Contact and then click on Snooze at the top of the screen.

View or change contacts

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