Available rules - ABBYY Documentation

Invoice validation rules

Any pre-configured rule can be disabled by the user in the properties of the Document Definition. You can also create user-defined rules. In the tables below, Enabled by default in lists the Invoice Processing project types (Au-NZ, CA, ES, EU, US, JP) where each rule ships enabled. Project types that are not listed have the rule available but disabled by default. N/A marks project types where the rule does not apply.

Business Unit

Rule	Description	Enabled by default in
Information about business units must be added to database	Checks whether a new business unit found on the image and saved to the BU data set has been added to the database. Must be enabled when business unit databases are used.	ES, EU
Business Unit’s address is required	Checks that the `BU\Street` field is not empty.	ES, EU
Business Unit’s name is required	Checks that the `BU\Name` field is not empty.	ES, EU
Business Unit’s VATID is required	Checks that the `BU\VATID` field is not empty. Applied to all supported countries except Switzerland.	ES, EU
Check ABN	Checks that the `BU\VATID` field is filled in for AU invoices.	Au-NZ · N/A elsewhere
Business Unit must be found in database	Checks that the business unit found on the invoice image is found in the BU data set. Must be enabled when business unit databases are used.	All
Business Unit’s Country is required	Checks that the `BU\Country` field is not empty.	None
Check tax rates on national invoices	Checks that the applied tax rates are correct for invoices from the same country. The possible tax rates and their validity periods are known for each country.	ES, EU
Check Tax Rate JP	Checks that the applied tax rates are correct.	Au-NZ · N/A elsewhere
Check tax rates field on international invoices	Checks that the applied tax rates are correct for international invoices. The possible tax rates and their validity periods are known for each country.	ES, EU

Vendor

Rule	Description	Enabled by default in
Vendor address is required	Checks that the `Vendor\Street` field is not empty.	ES, EU
Vendor name is required	Checks that the `Vendor\Name` field is not empty.	ES, EU
Vendor VATID is required	Checks that the `Vendor\VATID` field is not empty. Applied to all supported countries except Switzerland.	ES, EU
Vendor must be found in database	Checks that the vendor found on the invoice image is present in the vendor data set. Must be enabled when vendor databases are used.	All
Vendor details must be added to database	Checks whether a new vendor found on the image and saved to the vendor data set has been added to the database. Must be enabled when vendor databases are used.	ES, EU, JP
Vendor’s bank details are required	Checks whether IBAN, Bank code, and Bank Account correspond to values in the vendor data set.	ES, EU
Check vendor’s bank details against database	Checks that the vendor’s bank details detected on the invoice image are the same as the bank details in the Vendor data set.	ES, EU, JP

Invoice Header Data

Rule	Description	Enabled by default in
Invoice number is required	Checks that the Invoice Number field is not empty.	All *
Invoice date is required	Checks that the Invoice Date field is not empty. In Invoice Processing (JP), if the field is filled in but the year is not specified, the field value is replaced with a date in the format YYYY/MM/DD, where YYYY is the current year.	All **
Delivery date is required	Checks that the Delivery Date field is not empty. Has no effect if Delivery Date Indicator is set.	None
Delivery date must be earlier than Invoice date	The check performed is `Delivery Date <= Invoice Date`.	None
Delivery date must not be earlier than a year ago	The check performed is `Today - 365 (366) days <= Delivery Date`.	None
Check currency value	Checks that the currency is one of the currencies specified for the project.	All

* Applied to all supported countries except Switzerland; in Invoice Processing (Au-NZ), applied to Canada, Australia, and New Zealand; in Invoice Processing (US), applied to Canada. ** In Invoice Processing (Au-NZ), applied to Canada, Australia, and New Zealand.

Amounts

Rule	Description	Enabled by default in
Total is a required field	Checks that the Total field is not empty.	All
Amount check	Checks whether `Net Amount + Tax Amount = Total`. If additional costs or discounts are detected, checks whether `Net Amount + Tax Amount + Additional Costs = Total`.	US, JP · N/A in ES, EU
Tax Rate field must not be empty	If either Net Amount or Tax Amount is not empty, the respective Tax Rate should not be empty.	ES, EU
If tax rate is detected, pre-tax amount is required	Checks that for each detected tax rate, the corresponding Net Amount field is not empty. Applied only to Germany.	All except Au-NZ
If tax rate is found, tax amount is required	Checks that for each detected tax rate, the respective Tax Amount is not empty.	All except Au-NZ
Total Tax is required field	Checks that the `Amounts\Total Tax Amount` field is not empty. Applied to all supported countries except Germany.	ES, EU
Check Tax field	Checks that for each detected tax rate, the respective Tax Amount is correct for the respective NetAmount and TaxRate (that is, that the equality `TaxAmount = (TaxRate / 100) * NetAmount` is true).	All except Au-NZ
Check Total Tax field	The check performed is `Total Tax Amount = Tax Amount 1 + Tax Amount 2`. Applied to all supported countries except Germany.	All except Au-NZ
Check Net Total field	The check performed is `Total Net Amount = Net Amount 0 + Net Amount 1 + Net Amount 2`. If the Total Net Amount field is empty, this rule enters data into the field according to the calculations.	ES, EU; CA depends on the field group
Check Total field if total tax amount is required	Checks that the sum of the detected net amount, tax amount, and additional costs is equal to Total. Applied to all countries except Germany.	ES, EU, US
Check Total field if total tax amount is optional	Checks that the sum of each found net amount, tax amount, and additional costs is equal to Total. Applied to Germany.	All except Au-NZ
Verify net total against order items	Checks the sum total of the values in the `TotalPriceNetto` column of the LineItems table against the invoice amount prior to taxes (TotalNetAmount).	None

Purchase Order

Rule	Description	Enabled by default in
Check invoice line items count against order items count	Checks whether the number of line items in an invoice is the same as the number of line items in the corresponding purchase order.	None
Check purchase order number and amount	Checks whether the order number and amount captured from an invoice correspond to the orders in the PurchaseOrders data set.	All *
Copy PO data to TrainablePO	Copies the PurchaseOrders group fields whose regions have been found on the invoice to the group being trained.	All
Check if invoice line items are matched with unique order items	Checks whether there are multiple line items in an invoice associated with the same line item in the purchase order.	None

* Enabled if the Purchase order matching feature is enabled. For more information, see Additional fields.

Line Items

Rule	Description	Enabled by default in
Check item amount	For each invoice item, checks that `Quantity * UnitPrice` is the same as TotalPriceNetto for the item after DiscountPercentage is applied.	All *
Match invoice line item with order item	Checks that each line item from an invoice has a corresponding item in the PurchaseOrderItems data set.	All *
Check LineItems currency value	Checks that the currency of the line item is one of the currencies specified for the project.	All *
Price per unit is required	Checks that the Unit Price column is not empty.	None † · N/A in ES, EU
Line level Total is required	Checks that the Total Price Netto field is not empty.	None † · N/A in ES, EU
Quantity is required	Checks that the Quantity column is not empty.	None † · N/A in ES, EU
Check GL Code	Checks whether the value of the field is in the GLCodes data set. Also used to make a list of suggestions for stations.	All **
Check cost center	Checks whether the VendorId, the associated BUId, and the associated `LineItems/CostCenter` field are present in the CostCenters data set. Also used to make a list of suggestions for stations.	All **

* Enabled if the Line items extraction feature is enabled. For more information, see Additional fields. ** Enabled if the Line items extraction and GL Coding features are enabled. For more information, see Additional fields. † When enabled, applied to Canada, Australia, and New Zealand in Invoice Processing (Au-NZ), and to Canada in Invoice Processing (CA) and (US).

When using an external database, the country of a document is the country of the vendor’s business unit. If no external database is used, the country is determined by an automatic country detector.

Service rules

These rules do not affect the status of a document and do not issue any messages to Operators. They are required for the correct operation of the FlexiCapture for Invoices Document Definition. Any pre-configured rule can be disabled by the user in the Document Definition properties. You can also create user-defined rules. As above, Enabled by default in lists the project types where each rule ships enabled.

Invoice Header Data

Rule	Description	Enabled by default in
Detect invoice type	If Invoice Amount is negative or the words “Credit note” are found, the invoice type is changed to Credit note.	All
Delivery Date field is empty or completed	Sets or clears the value of the Delivery Date Indicator field depending on whether the Delivery Date field is filled (if Delivery Date is empty, Delivery Date Indicator is not set). Has no effect if Delivery Date Indicator has been verified.	None

Amounts

Rule	Description	Enabled by default in
Reversed Charge field is empty or completed	If the only found VAT rate is 0, or the words “Reverse Charge” are found, the value of the Reversed Charge field is set to Yes.	ES, EU
Set currency to CAD or USD	If no currency indicator is detected or if `$` is detected, sets the currency to Canadian dollars (CAD) if the vendor’s country is Canada, or to US dollars (USD) if the vendor’s country is the USA or any other country except Canada.	CA, US, JP · N/A elsewhere
Set currency to AUD or NZD	If no currency indicator is detected or if `$` is detected, sets the currency to Australian dollars (AUD) if the business unit’s country is Australia, or to New Zealand dollars (NZD) if the business unit’s country is New Zealand.	Au-NZ · N/A elsewhere
Detect national currency	Automatically enters data into the Currency field (if it is empty) in invoices from France, Great Britain, and Spain.	All except Au-NZ
Complete Total Additional Cost field	Computes the total amount of additional costs.	ES · N/A in EU, JP
Complete Tax Rate field if it is empty	Computes the value of the tax rate if it is not found on the invoice image, provided that the other tax fields have been found.	All except Au-NZ
Complete Total Tax field if it is optional	Automatically enters data into the `Amounts\Total Tax Amount` field for countries where this field is not obligatory. Applied only to Germany.	ES, EU
Complete Total Tax field if only one tax rate is found	Automatically enters data into `Amounts\Total Tax Amount` if there is only one tax on the invoice.	ES, EU
Get summary information for Amounts group	Enters data into the `Amounts\Summary` field based on the following values: Net0, Net1, Net2, Tax Amount 1, Tax Amount 2, Tax Rate 1, Tax Rate 2. Format: `Sum (= Net0 + Net1 + Net2 + Tax Amount 1 + Tax Amount 2) + AdditionalTaxGroups\NetAmount + AdditionalTaxGroups\TaxAmount)`; and VAT rates found on the invoice. Example: 256; 0%.	CA, ES, EU
Copy currency from LineItems	If the Currency field (for the Total Tax Amount) is not found, the value is copied from the LineItems table.	All except Au-NZ
Collect matched order items	Compiles a list of PO line items that are already associated with their corresponding invoice line items (necessary for proper operation of PO Matching at the items level). In the case of manual comparison, the Operator sees only those invoice line items for which no match has yet been found in the purchase order.	All

Line Items

Rule	Description	Enabled by default in
If Order is checked make all corresponding line items valid	If the Is Valid option is selected for one of the line items when comparing invoice line items against the purchase order, all the other line items are marked as valid.	All
Copy order number from PurchaseOrders group	If the Order Number field of the LineItems table is not matched, the order number value is copied into this table from the Order Number field (the order number from the PurchaseOrder group of fields).	All
Separate currency from amount in field	Splits amount and currency and copies the currency to the Currency field if it is empty.	US; CA, ES, EU, JP depend on the field group
Add GL Code to Vendor	Checks whether the GLCode column in the Vendors data set contains the necessary value for a specific vendor. Performs the same check for both vendor and business unit if the BusinessUnitId column in the data set is mapped. If the GLCode column does not contain the necessary value, it is copied from the `LineItems/GLCode` field.	All *
Set suggests list for GL Code	Creates a list of suggestions for the GLCode field from data in the GLCodes data set.	All *
Fill in GL code	Checks whether the GLCode column in the Vendors data set contains the necessary value for a specific vendor. Performs the same check for both vendor and business unit if the BusinessUnitId column in the data set is mapped. If the GLCode column contains the necessary value, it is copied from the data set to the `LineItems/GLCode` field.	All *
Set suggest list for cost centers	Creates a list of suggestions for the GLCode field from data in the CostCenters data set. The suggestions are filtered by their BUId values.	All *

* Enabled if the Line items extraction and GL Coding features are enabled. For more information, see Additional fields.

When using an external database, the country of a document is the country of the vendor’s business unit. If no external database is used, the country is determined by an automatic country detector.

​Invoice validation rules

​Business Unit

​Vendor

​Invoice Header Data

​Amounts

​Purchase Order

​Line Items

​Service rules

​Invoice Header Data

​Amounts

​Line Items

Invoice validation rules

Business Unit

Vendor

Invoice Header Data

Amounts

Purchase Order

Line Items

Service rules

Invoice Header Data

Amounts

Line Items