Validated contact database

Disclaimer

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

Finding the right contact is crucial for a correct entry. Yuki works with a validated central contact database. This database contains only validated information from KBO, KvK, Sirene and VIES. The validated database is used during the recognition process that a document goes through in Yuki. 

Below, we would like to explain exactly how this validated contact database works. We are currently in a beta phase, which means all feedback is definitely welcome.contact 

ATTENTION!

In the background, the existing portal default values and UBL rules have already been automatically migrated taking into account the validated contact database. This has caused the rules to be currently deactivated so you can check and reactivate them. 

For a detailed description, see article Migration contact database - Activate portal default values and UBL rules.

Benefits of the validated contact database

• The contacts in this database contain only validated information (Chamber of Commerce number, VAT number, etc.). Contacts that are not validated will not be created in this database, thus preventing duplicate contacts. 
• We expect a significant improvement in recognition of invoices posted to the correct contacts. Of course, this is in line with Yuki's vision: to provide more automation so that less manual entry is required!

Functioning of validated contact database

So how does finding the right contact in the local and validated contact database work?

When a new document is uploaded into the domain, Yuki first searches the domain contacts (local database) to find the best match. In doing so, Yuki checks the following (in this order): Chamber of Commerce number, VAT number, website, IBAN/bank account number.

If no match is found, Yuki searches for a validated contact in the validated contact database. This contact is then copied into the domain and created as a local contact.

The validated contacts will show a green label. If you click on this, it means that you are selecting a contact from the validated contact database.

TIP!

You can enter a VAT number in the 'VAT number' field to find a contact in the local or validated relation database.

Validated contacts are also marked by a green check mark on the contact card. 

For local contacts, a distinction is made between:

• Contacts that have been validated (Local KBO/VIES): a contact that contains the same data as the contact in the validated central contact database (and thus tested with validated sources)
  
  
  
• Contacts not validated (Local): these contacts contain different information from the contacts in the validated sources such as the Chamber of Commerce.
  
  

If no match is also found in the validated contact database, Yuki searches for a contact in our current database. Consider suppliers outside of Europe, for example.

ATTENTION!

If you do see certain documents appearing on a different contact than desired, please be sure to let [email protected] know. That way we can ensure an even better selection of the right contact. 

In the log at the entry screen, you can always find an overview of the information on the basis of which Yuki selected the contact.

Points of attention

• The document may have been posted to a certain contact in the past, but is now posted to a different contact. This occurs, for example, if the local contact card in the domain does not contain sufficient information (think of a missing VAT number).

• This new change is only applied to new documents or when documents are reprocessed. Already processed documents will not be changed.

• If you wish to modify a contact's data, we recommend doing so from the contact card. By modifying this in the entry screen, Yuki will create a new contact.

• If Yuki chooses a validated contact, but you still want to post a particular document to a different contact, you can also use an OCR recognition rule to control this.

  For more information, please refer to the article Local OCR match rules.
  
  TIP!
  You can also create OCR match rules from within the Automation Monitor.