Documentation/ Checking the document header/ Correction rules
Correction rules
Some corrections do not stop at the document: the system keeps them as a rule and applies them to that supplier's later documents. It is what makes the checking lighter as the months go by.
On this page
Which corrections create a rule
| Correction | What it learns | Where you do it |
|---|---|---|
| Fix supplier | How to recognise that issuer, from texts on the document. | Header, Fix supplier button |
| A column read wrong | Which column on the document is the quantity, the price or the discount. | Items tab, Fix list data button |
| Discounts in € instead of % | How the discount should go on that supplier's lines. | Items tab, Fix list data button |
| Unit conversion | The factor between the supplier's unit and yours, per item. | The document line |
| Agreed price | The price agreed for an item from that supplier. | The document line |
The first three are no longer filled in on a form. Each button opens a panel with the commonest cases, and picking one opens Dijit IA with that document already in the conversation: it asks for what it needs, creates the rule and says what it has done. The last two are still set on the document line itself.
Editing any old field in the header creates no rule: it corrects that document and nothing else.
How far a rule reaches
- Forwards. It applies to documents processed after you create it. The ones already there are not changed.
- Per supplier. It does nothing to other issuers' documents.
- Per company. It is not shared between companies, or between a practice's clients.
- To one particular thing. A supplier rule does not touch the lines; a column rule does not touch the header.
A rule does not fix the past. This is the commonest misunderstanding: somebody creates the rule expecting the documents already uploaded to correct themselves, and they do not. Once it is done, Dijit IA puts it in these words: delete the document and upload it again, and if the error is still there, come back to the same conversation. The three shortcuts are the exception: they also correct the document they were created from.
Undoing one
Dijit IA says in the conversation which rule it has created and what changed on the document. Read that through: it is the moment to see whether the right figure is the one you wanted.
To withdraw it, ask in that same conversation. There is no undo button and no screen listing the rules: they come off the way they go on, by talking to it.
Withdrawing a rule does not undo the documents that already came in under it. Those stay as they are until they are corrected by hand, or deleted and uploaded again.
When to create one
| Situation | What to do |
|---|---|
| The same thing goes wrong on every document from one supplier | Create the rule. This is exactly its case. |
| It went wrong once and is not likely to again | Correct the field by hand. |
| The supplier has just changed the layout of their documents | Create the rule with texts from the new layout. |
| It goes wrong across different suppliers | Not a case for a rule: look at whether the way documents arrive is the problem. |
The effect that builds up
Rules are why the workload is not constant. The first month with a new supplier means checking; by the third or fourth invoice, their documents arrive right.
Which is why it is worth investing the first month in setting up the rules for your regular suppliers, rather than correcting document by document for a year.
There are more fixes than the ones you see
This page covers the cases that have a shortcut on the document. Where a supplier fails the same way every time and none of them covers it — the price comes per box, the page carries no VAT table, lines that are not items keep coming in, a fixed charge is missing — you ask Dijit IA for it just the same, by telling it in the conversation.
The cases that can be settled that way, and what each one does, are in Reading correction rules.
The limits
- They depend on the layout. A supplier rule leans on texts from the document: if the issuer redesigns and those texts go, it stops recognising them.
- There is no screen listing them. They are created and withdrawn by talking to Dijit IA, not from a rules panel.
- They are no substitute for a better source. If a supplier reads badly because of the quality of the document, a rule will not fix that.