Disclaimer
All screenshots in the article were taken in the Dutch version of Yuki.
To further improve the automatic processing rate of documents based on IDR and if activated Maximum Recognition) in Yuki, document match rules can be created in a domain based on OCR data found in a document. OCR stands for Optical Character Recognition or in Dutch, optical character recognition (reading text from an image).
Based on this recognized data, the document type and contact of a document is determined, among other things.
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, perform actions to increase the automatic document processing score.
The following six checks are performed on the OCR match rules in the Automation Monitor:
- Missing rules for contacts
Invoices from supplier or customer are not recognized despite the fact that contact to which was booked already exists. - Missing rules for invoices
Invoices have an incorrect contact found despite the fact that the correct contact already exists. - Missing rules for document type
Purchase and sales invoices whose document type was recognized incorrectly ((purchase invoice as sales invoice or vice versa). - Incorrect input
OCR match rules for contact invoices do not work due to incorrect input criteria. - Incorrect contacts
Existing OCR match rules lead to the incorrect contact. - Incorrect document type
The document type of invoices is determined incorrectly by an OCR match rule.
ATTENTION!
All checks are run once a day.
The action to be taken for each check to increase the OCR match rule score is described below.
After you have ensured that the necessary additions and/or corrections have been made you can then update the score of the OCR match rules 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 OCR match rules tile.
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.
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 the contact
Click on the button with the three dots behind the New OCR match rule button and then select View contact from the dropdown menu.
If necessary, check and change the data in the opened contact card and 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 displayed, and then specify what the result of the match rule should be.
Then click on the Create button.
ATTENTION!
Use the entire line from the OCR text as the value in one of the OCR data fields.
View document
Hover your mouse over the line of the invoice in question, Click on the button with the three dots and then select View document from the dropdown menu.
The corresponding document is now opened.
Missing lines for invoices
Here, invoices are shown where Yuki found an incorrect contact while the correct contact already exists.
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 the contact
Click on the button with the three dots behind the New OCR match rule button and then select View contact from the dropdown menu.
If necessary, check and change the data in the opened contact card and 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.
In the now-opened screen, specify the priority, define at least one criterion based on the OCR text shown, and then specify what the result of the match rule should be.
Then click on the Create button.
ATTENTION!
Use the entire line from the OCR text as the value in one of the OCR data fields.
View document
Hover your mouse over the line of the invoice in question, click on the button with the three dots and then select View document from the dropdown menu.
The document in question is now opened.
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.
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, and then specify what the result of the match rule should be.
Then click on the Create button.
ATTENTION!
Use the entire line from the OCR text as the value in one of the OCR data fields.
View document
Hover your mouse over the line of the invoice in question, click on the button with the three dots and then select View document from the dropdown menu.
The document in question is now opened.
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.
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 and then 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, and then select View document from the dropdown menu.
In the now-opened document, click on OCR match rules on the right side of the screen and 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.
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 .
Select in the now-pened screen under Result in the Contact field the correct contact. Then click on the Save button.
Incorrect document type
Existing OCR match rules whose document type of invoices is determined incorrectly are shown here.
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.
Select in the now-opened screen under Result in the Document type field the correct document. Then click on the Save button.
View document
Hover your mouse over the line of the relevant invoice, click on the button with the three dots and then select View document from the dropdown menu.
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