OCR match rules (Automation monitor)

Disclaimer

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

In Yuki, documents can be processed more efficiently automatically by using OCR (Optical Character Recognition) recognition rules. This process supports the recognition and processing of text in images and can improve the automatic processing rate of documents in a domain.

Function of OCR recognition rules

OCR-recognized data is used to determine essential aspects of a document, such as the document type and contat. This is crucial for accurate automatic processing.

For a detailed description of the OCR match rules in a domain see article Local OCR match rules.

Only a user with a ‘Back office’ role in the domain can view the Automation monitor and, if necessary, take action to increase the automatic processing rate score of documents.

Automation monitor checks

The Automation monitor performs six specific checks on OCR match rules:

1. Missing rules for contacts
   Invoices from suppliers or customers are not recognized despite the fact that the contact to which they were posted already exists.
2. Missing rules for invoices
   An incorrect contact is found for invoices despite the fact that the correct contact already exists.
3. Missing rules for document type
   Purchase and sales invoices whose document type was incorrectly recognized (purchase invoice as sales invoice or vice versa).
4. Incorrect input
   OCR match rules for invoices from contacts do not work due to incorrect input criteria.
5. Incorrect contacts
   Existing OCR match rules lead to the incorrect contact.
6. Incorrect document type
   The document type of invoices has been incorrectly determined by an OCR match rule.

ATTENTION!

All checks are performed once a day.

View document

Within a number of checks, a document can be viewed by:

• hoveringyour mouse over the line of the relevant invoice
• clicking on the button with the three dots
• then selecting View document from the dropdown menu.
  
  
  The document in question is now opened.

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 OCR match rules.

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

Access to OCR recognition rules (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 OCR match rules tile.
  
  

1. Missing rules for contacts

Here, the invoices of contacts for which Yuki did not recognize the supplier or customer while the contact that was booked to already exists.

ATTENTION!

Only invoices containing OCR data are shown here.

Action

Check if all information was entered correctly in the contact card or create an OCR match rule for this supplier or customer if necessary.

View and edit contact

To view and edit a contact:

• click on the button with the three dots behind the New OCR match rule button
• then select View contact from the dropdown menu.
  
  
  
• if necessary, check and change the data in the opened contact card
• then click on the Save button.

Create OCR match rule

To create a new OCR match rule for the invoice in question:

• click on the New OCR match rule button
  
  The following screen is opened:
  
  
  TIP!
  Click on Document to view a view of the document.
  
  
• in the now-opened screen, specify the priority
• define at least one criterion based on the OCR text shown
  
  ATTENTION!
  Use the entire line from the OCR text as the value in one of the OCR data fields.
  
  
• specify what the result of the match rule should be
• then click on the Create button.

2. Missing rules for invoices

Here, invoices are shown where Yuki found an incorrect contact while the correct contact already exists.

Action

Check if all information was entered correctly in the contact card or create an OCR match rule for this supplier or customer if necessary. 

View and edit contact

To view and edit a contact:

• click on the button with the three dots behind the New OCR match rule button
• select View contact from the dropdown menu
• if necessary, check and change the data in the opened contact card
• then click on the Save button.

Create OCR match rule

To create a new OCR match rule for the invoice in question:

• click on the New OCR match rule button
• iIn the now-opened screen, specify the priority
• define at least one criterion based on the OCR text shown
  
  ATTENTION!
  Use the entire line from the OCR text as the value in one of the OCR data fields.
  
  
• specify what the result of the match rule should be
• then click on the Create button.

3. Missing rules for document type

This shows the purchase and sales invoices whose document type was recognized incorrectly (purchase invoice as sales invoice or vice versa). 

You can display missing match rules for purchase or sales invoices here.

Action

Create an OCR match rule to ensure that invoices are recognized with the correct document type in the future. 

Create an OCR match rule

To create a new OCR recognition rule for the invoice in question:

• click on the New OCR match rule button
• in the now-opened screen, specify the priority
• define at least one criterion based on the OCR text shown
  
  ATTENTION!
  Use the entire line from the OCR text as the value in one of the OCR data fields.
  
  
• specify what the result of the match rule should be
• then click on the Create button.
  
  

4. Incorrect input

This shows OCR match rules for invoices of contacts that do not work due to incorrect input criteria.

TIP!

The ID of the corresponding OCR match rule is shown at the top left of each invoice. In the OCR match rule overview, you can search by this ID.

Action

Check the criteria of the existing OCR match rule or create additional match rules if multiple invoice layouts exist for these contacts. 

Check OCR recognition rule and change if necessary

To check the OCR match rule of the invoice concerned and change it if necessary:

• click on the button Change OCR match rule
• in the now-opened screen indicate the priority
• define at least one criterion on the basis of the OCR text shown
• indicate what the result of the match rule should be
• then click on the Save button.

Create additional OCR match rule (for multiple invoice layouts)

To create a new additional OCR match rule:

• hover your mouse over the line of the invoice in question
• click on the button with the three dots
• select View document from the dropdown menu.
  
  
  
• in the now-opened document, click on OCR match rules on the right side of the screen
• create a new OCR match rule.

For a detailed description of how to create an OCR match rule see article Create local OCR match rule.

5. Incorrect contacts

This shows existing OCR match rules that lead to an incorrect contact.

Check the corresponding match rule and change the contact at 'Result'.

Check and, if necessary, change the OCR match rule

To check the OCR match rule of the relevant invoice and change it if necessary:

• click on the Change OCR match rule button
• in the now-opened screen, select under Result in the Contact field the correct contact
• then click on the Save button.
  
  

6. Incorrect document type

Existing OCR match rules whose document type of invoices is determined incorrectly are shown here. 

Action

Check the corresponding match rule and change the document type under Result. 

Check and, if necessary, change the OCR match rule

To check the OCR match rule of the corresponding invoice and change it if necessary:

• click on the button Change OCR match rule
• in the now-opened screen, select under Result in the Document type field the correct document
• then click on the Save button.