Below are a few example situations where you can use the Help AI function, and a more detailed explanation of how the instruction should be written.
Credit card invoice - temporary account
Problem:
The AI tries to predict the final account that will be posted to the bookkeeping.
Solution:
Help AI instruction:
select account e.g. 17777 Suspense account.
Write the instruction in the form “Supplier is Nordea Bank Oyj”. If the same customer has several suppliers, you can list them all in one instruction by separating the supplier names with the word “or”, e.g. “Supplier is Nordea Bank Oyj or SEB”.
Make sure the supplier name is spelled correctly
All invoices from that supplier will be completed in this way, unless you set other conditions
Dimension/cost center instructions
Problem:
Depending on the supplier, the cost center can be found on the invoice in many different ways: delivery address, reference, buyer name or line description. However, there is no need to create a separate instruction for each of these.
Solution:
Define for the AI the different fields from which the cost center can be determined.
For example, the cost center “123 Porvoo” may appear on the invoice in several different forms and locations:
In the delivery address (e.g. Porvoontie)
In the reference field
In the buyer name (e.g. Joonatan Kanervisto)
In the line description
You can combine all of these into a single instruction:
Select dimensions 'Porvoo'
Write the following instruction for the AI: “If the delivery address on the invoice is 'Porvoontie 1' or the invoice reference contains 'Porvoo' or the invoice contains 'Joonatan Kanervisto' or the line description contains '123 PRV'”
Note! When you write an instruction that contains several different variables:
“or” = a separate condition, where the instruction is applied if either one is fulfilled
“and” = a combined condition, where both conditions must be fulfilled
Many different cost centers and approval flows - linking them
Problem:
Several different cost centers and approval flows. Approval flows are determined 90% based on cost center. The remaining 10% go to the Administration approval flow.
Solution:
It is best to start with the cost center instructions, i.e. create, in accordance with the “Dimension/cost center instructions”, 1 confirming instruction with a few conditions for each cost center.
On the Organization tab, you can set the customer’s default approval flow as “Administration”.
After this, in the Help AI “approval flow” section you can create a cost center instruction for each approval flow. Instruct the AI to select the approval flow “Kanervisto-Wirzenius” and give the instruction “If the invoice cost center is 123 Porvoo”
The cost center name must be spelled correctly, i.e. exactly as it is in the accounting software
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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