This guide discusses posting with the help of AI in Netvisor. The service can speed up and simplify the posting of purchase invoices. The automation suggests bookkeeping posting rows, cost objects, and also Vat ids. The service utilizes AI in the posting of incoming e-invoices, so the posting suggestions are automatically formed based on the existing bookkeeping material.

AI is trained with company-specific posting data from approved purchase invoices, depending on the number of invoices, for up to the last year. The service works with e-invoices. The service offered by Netvisor is part of accounts payable and is free for our customers. The feature also works in the training environment.

CONTENTS

Service activation

You can open the view or perform the function by selecting Purchases > Automatic processing.

  • Make sure that in the sales and accounts payable rights you have selected the setting for purchase invoice automation rules so that you can access the Purchases > Automatic processing view.
  • Manage the activity of the service in the Purchases > Automatic processing view.
  • Enable or close the service as needed in the same view.

Companies that have purchased the Finance.Rocks service from Netvisor Store can, if they wish, activate Netvisor's posting suggestions. The service is not automatically activated for Finance.Rocks customers.

  • If you use the Finance.Rocks service, enable Netvisor's posting suggestions separately, as the service is not activated automatically.

Accounting automation logic

  1. At the start of the service, company-specific training material is collected from the posting data of purchase invoices, depending on the number of invoices, for up to the last year.
  2. AI learns based on the collected data.
  3. The posting data of the purchase invoice (e-invoice) received in Netvisor is given to AI for processing.
  4. AI algorithms create suggestions for purchase invoice posting targets based on the training material.
  5. The company's possible automation rules are executed for the purchase invoice.
  6. After this, the purchase invoice is shown to the user supplemented with modifications from automation rules and AI suggestions.
  7. The user corrects the suggestions made for the purchase invoice posting if necessary or approves them, in which case the suggested postings are saved in Netvisor.
  8. Based on the user's choices, AI is trained to make more accurate suggestions in the future.

 

Data to be taught to AI

The following data is collected from approved and posted e-invoices for AI training:

Invoice data:

  • Invoice date
  • Invoice currency
  • Invoice vendor name and business id
  • Your reference

Invoice row data:

  • Invoice row amount
  • Invoice row product code
  • Invoice row product name
  • Invoice row description
  • Delivered quantity

Posting data set for the invoice row:

  • Bookkeeping account
  • Value of up to the first four cost object headings
  • Vat id

Accounting suggestions in the interface

The user is shown up to three most likely suggestions per posting target on the purchase invoice. Additionally, AI's assessment of the probability of the suggestion is shown. The user can change the suggestions before saving the posting rows. The suggested items include the bookkeeping account, Vat id, and cost objects (up to four cost object headings).

  • View up to three most likely suggestions per posting target on the purchase invoice.
  • Check the probability assessment shown by AI for the suggestion.
  • Change the suggestions if necessary before saving the posting rows.
  • Accept or correct the suggestions for the bookkeeping account, Vat id, and cost objects (up to four cost object headings) before saving.

The purchase invoice processing history shows whether posting suggestions have been set and how many suggestions have been given with the help of AI.

By clicking the processing history entry, the probabilities of the suggestions are shown line by line. If the probability of the forecast is at least 80%, the forecast is directly set as the account or cost object for the posting row, unless the line already contains a value. If the probability of the forecast is less than 10 percent, the forecast is not shown on the posting row.

  • Select the processing history entry to see the probabilities of the suggestions line by line.
  • Note that if the probability of the forecast is at least 80%, the forecast is directly set as the account or cost object for the posting row, unless the row already has a value.
  • Note that if the probability of the forecast is less than 10%, the forecast is not shown on the posting row.

Note: The suggestion is, as its name implies, AI's suggestion for posting and it is never completely certain information. Always check the suggestions given by AI before posting. The probability value is AI's assessment of the likelihood of the suggestion's correctness.

It is also possible that, for example, the forecast for the cost object is empty. This is shown in the interface with gray text.

  • Identify an empty forecast in the interface by the gray text, for example for a cost object.

By pressing the magnifying glass button for the default account or cost object selection, the system's posting suggestions are shown first in the opening selection window.

  • Press the magnifying glass button when selecting the default account or cost object.
  • In the selection window that opens, first review the system's posting suggestions.

When the forecast is set as the field value, the probability of the forecast is shown next to the value.

  • Check the probability of the forecast next to the field value when the forecast is set as the field value.

If the e-invoice contains a suggestion for the bookkeeping account or cost object and the respective account/target is found in the company, the postings are set based on the incoming e-invoice. In this case, AI's suggestion is not automatically set.

  • Accept that if the e-invoice contains a suggestion for the bookkeeping account or cost object and the corresponding account or cost object is found in the company, the postings are set based on the incoming e-invoice.
  • Note that in this case AI's suggestion is not set automatically.

Note: AI does not override the vendor's default account or the value set by purchase invoice automation.

Frequently asked questions

Question: How do I enable the AI posting service in Netvisor?

Answer: You can manage the activity of the service by selecting the Purchases > Automatic processing view. Make sure that in the sales and accounts payable rights you have selected the setting for purchase invoice automation rules so that you can access the view. Enable or close the service from the same view.

Question: What data does AI use as the basis for posting suggestions?

Answer: AI is trained with data from approved and posted e-invoices for up to the last year. The training uses invoice data (such as invoice date, currency, vendor name and business id, your reference), invoice row data (such as amount, product code, product name, description, delivered quantity), and posting data set for the invoice row (bookkeeping account, value of up to the first four cost object headings, and Vat id).

Question: How does posting automation work in purchase invoice processing?

Answer: The service first collects company-specific training material from the posting data of purchase invoices for up to the last year. AI learns from the collected data and processes the posting data of the e-invoice received in Netvisor. The algorithms form suggestions for the purchase invoice posting targets, after which the company's automation rules are executed for the purchase invoice. The purchase invoice is shown to the user supplemented with modifications from automation rules and AI suggestions. The user corrects or approves the suggestions, and based on the choices, AI is trained to refine future suggestions.

Question: How are posting suggestions shown in the interface?

Answer: On the purchase invoice, up to three most likely suggestions per posting target are shown, as well as AI's assessment of the probability of the suggestion. The suggestions may concern the bookkeeping account, Vat id, and cost objects (up to four cost object headings). From the processing history, you can see whether posting suggestions have been set and how many suggestions AI has given. By clicking the processing history entry, you can see the line-specific probabilities.

Question: When is the forecast automatically set on the posting row?

Answer: If the probability of the forecast is at least 80%, the forecast is directly set as the account or cost object for the posting row, unless the row already has a value. If the probability of the forecast is less than 10%, the forecast is not shown on the posting row.

Question: Can AI replace the vendor's default account or purchase invoice automation values?

Answer: AI does not override the vendor's default account or the value set by purchase invoice automation. If the e-invoice contains a suggestion for the bookkeeping account or cost object and the corresponding account or cost object is found in the company, the postings are set based on the incoming e-invoice, and AI's suggestion is not set automatically.

Question: How can I see the system's posting suggestions in the selection window?

Answer: Press the magnifying glass button when selecting the default account or cost object. In the selection window that opens, the system's posting suggestions are shown first. When the forecast is set as the field value, the probability of the forecast is shown next to the field value.

Keywords: accounting automation, AI 

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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