ApprovalMax Capture data entry rules allow Account Owners, Administrators, Workflow Managers, and Auditors to override default OCR-extracted values for a given Vendor using predefined rules.
Account Owners, Administrators and Workflow Managers can set up and edit rules, while Auditors can view them for oversight.
For example, if Invoices from a Vendor should always have a specific Currency or Account, you can define that rule once, and it will be consistently applied to future documents from that Vendor.
This is how you start setting up data entry rules
Go to Workflows and settings > Vendor details:
Select a Vendor from the list on the left, and their rule set will open on the right where you can add or edit rules:
Document Coding rules
Document Coding rules
Document Coding rules let you override OCR-extracted values with fixed values for a specific Vendor. You can define defaults for header fields (such as Currency and Date Format) and line columns (such as Account, Tax code and Class).
This is how you set up a Document Coding rule
Select a Vendor from the Vendor details list
Under Document Coding Rules, click on + Add rule:
Fill in the header fields and line columns:
Click on Apply to save the rule
Once applied, you can edit the rule at any time - just click on Edit:
For example:
With these Document Coding rules in place, every invoice from Bob's Burger Joint will be coded in CAD, the Accounting expense account will be applied on each line, the California Sales Tax code will be assigned, and all dates will be in the yyyy-MM-dd format, no matter what values are extracted by ApprovalMax Capture.
Document Split rules
Document Split rules
Document Split rules let you replace Line Items extracted by ApprovalMax Capture with your own custom line setup. This is especially useful when vendors provide overly detailed invoices with many lines you don’t need in QuickBooks Online. Instead, you can create simplified or reclassified lines that better match your business needs.
With split rules, you can:
Enter Fixed Amount rules to allocate set costs
Enter Percentage Amount rules to split the remaining invoice total across Accounts, Tax codes or Regions by percentage
This is how you set up a Document Split rule
Select a Vendor from the Vendor details list
Under Document Split rules, click on + Add rule:
Choose whether to add a Fixed Amount rule for exact amounts, or a Percentage Amount rule to spread costs as percentages of the invoice total. Then click on +Add rule:
If you want to create a Fixed Amount rule, enter the details for each line such as Customer, Description, Account, Tax, Class, and Amount and click on Apply:
If you want to create a Percentage Amount rule, enter the details for each line such as Customer, Description, Account, Tax, Class, and the percentage of the invoice total you want allocated (Amount). Then click on Apply:
You can also add multiple rules of each type by clicking on +Add rule. Then click on Apply to save them:
Once applied, you can edit the rules at anytime, just click on Edit:
For example:
With these Document Split rules in place, invoices from Books by Bessie will always be simplified into the correct revenue allocations:
When the Customer listed on the invoice is John Melton, a fixed amount of $5,000 will automatically post to the Accounting income account with the California tax code applied.
For invoices referencing Mark Cho, any remaining invoice total will be split 50% to the Billable Expense Income account, also using the California tax code.
Please note: If Document Split rules are set up for a Vendor, they will override any other data entry rules for that Vendor.
Conditional Line Coding rules
Conditional Line Coding rules
Conditional Line Coding rules let you apply coding to invoice line items based on their description. This is especially useful when a Vendor invoices you for different projects or categories but doesn’t code them in a way that matches your accounting needs.
With these rules in place, you can tell ApprovalMax to look for certain keywords in the description (e.g. Product A, Consulting fees, Project X) and automatically assign the correct Customer, Account, Tax, or Class whenever that condition is met.
This is how you set up a Conditional Line Coding rule
Select a Vendor from the Vendor details list
Under Conditional Line Coding Rules, click on + Add rule:
In the pop-up, click on +Add rule:
Enter a rule name, then choose whether All conditions must be met or Any One condition can trigger the rule:
Pick the operator for the line description (equals / contains / ends with / starts with) and enter a description value. Use + Add condition to add multiple conditions:
Select the Customer Account, Tax, and Class that should be applied when the condition(s) match:
Click on Add to save the rule:
Review the details, then click on Apply to activate it:
Please note: If you have multiple rules, they are applied in order. Meaning, the first rule that matches the Line Item description will be used.
Once applied, you can edit the rules at any time, just click on Edit:
For example:
With this Conditional Line Coding rule activated, any invoice line from Lee Advertising that contains “Project A” in its description will:
Automatically assign the Customer = Rago Travel Agency
Code revenue to the Billable Expense Income account
Apply the California Sales Tax code
Leave Class blank
This means that whether the invoice line reads “Project A – Design hours” or “Equipment for Project A”, ApprovalMax Capture will consistently apply the correct customer and income coding for QuickBooks Online. There’s no need for approvers to manually correct the GL allocation every time a Project A activity is billed.
Please note: Rules are applied based on OCR Contact detection:
If a Vendor is detected, the rules from that Contact’s page are used.
If no Vendor is detected, Organisation-level rules are applied.