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 and Lines fields and the 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 Apparel Co Inc. will be coded in CAD, the Advertising Expense account will be applied to each line, 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 NetSuite. 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, Category, 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 Bayer Health Care will always be simplified into the correct revenue allocations:
When the customer listed on the invoice is Aaron Abbott, a fixed amount of $5,000 will automatically post to the Outside Services account.
For invoices referencing Alain Henderson, any remaining invoice total will be split 50% to the Office Expense account and 50% to the Supplies Expense account.
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 Category, Account, Tax, Class, Department and Location 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:
In this example, a Conditional Line Coding rule is set up to automatically code any line item that mentions “Project A” in its description.
When a match is found, ApprovalMax will apply the following coding fields to that line item:
Category: Expense Category #1
Account: 6522 Business
Tax: CA-ALAMEDA
Class: Services
Department: Admin
Location: 01: San Francisco
This means that whether the invoice line reads "Project A – Design hours" or "Materials for Project A", ApprovalMax will automatically apply the correct Category, Account, Tax, Class, Department and Location coding. There’s no need for Approvers to adjust the allocation manually.
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.