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Tips & tricks: improve invoice recognition
Tips & tricks: improve invoice recognition

Read here on how to improve the recognition and matching of the suppliers and customers in Basecone

Team Basecone avatar
Written by Team Basecone
Updated over a week ago

If Basecone does not select the right supplier or customer for an invoice, it is important to go through the following four steps to control this:

  • Step 1: Which elements of the invoice are recognized?

  • Step 2: Are your own company data excluded?

  • Step 3: Are the master data of the customer / supplier complete in Basecone?

  • Step 4: Are there multiple suppliers "in the filter"?

  • Step 5: Control if the adjustments work

Step 1: Which elements of the invoice are recognized?

With every invoice in Basecone you can control the recognized elements in the booking screen via the triangle at the bottom left of the page.

When you click on the triangle (on bottom left of the page), a screen opens with an overview of all values recognized by Basecone .

It is possible that no values were recognized by Basecone, this may be due to the quality of the scan. It is also possible that incorrect data is recognized, for example the address data of the company itself. Below you can read how you can prevent this data from being recognized.

Step 2: Are your own company data excluded?

An invoice always contains data from two parties: the sender and the recipient. When optimizing recognition, it is important that the data of the company itself (address details, telephone number, Chamber of Commerce number, etc.) are excluded by Basecone's recognition. 

You can do this per company when you go to Settings > Company > Actions (edit) > General and Addresses (tab).

If the company is linked to the Twinfield accounting system, the set address is automatically synchronized if this is filled in. However, control this. If the address is not correct, fill in as much information as possible, for example the billing address, visiting address and postal address. The address details are important here. You can use the green button address to add additional address if needed.

📌 Excluding your own address data is very important for sales invoices. In general, little information is available from a debtor (except the address). Recognition of a debtor will therefore usually be based on the address.

If the correct data from the supplier or customer is recognized but Basecone does not select the right supplier or customer, then the master data of the supplier or customer may not be complete. Below you can read how you can check this.

Step 3: Are the data of the supplier or customer complete and correct?

Basecone uses the data from the invoice and compares this with the master data from the accounting system. As soon as there are enough matches (this could even be one unique element), Basecone makes the match and Basecone selects the supplier / customer. It is therefore very important to add as much information as possible (Chamber of Commerce number, VAT number, bank account number).

You can also add or modify the master data in Basecone in the booking screen. If you select a supplier or customer, you can choose to edit each one individually. You can add the data manually or use the sync button next the supplier's name (the two arrows) and let Basecone fill this information in. Check if the information is filled in correctly:

The image above illustrates the recognition of Basecone from a (new) supplier. The current value is the data that is currently in the database (because this is a (new) supplier, nothing has been entered yet). When you click on the sync icon (the two arrows), the new value is proposed on the right side based on what Basecone recognizes. If you press ok, Basecone will overwrite the current value with the new data. However, check this thoroughly before saving.

Step 4: Are there multiple suppliers' 'in the filter'?

According to the image below, there is a 100% match between the current values and the new values. However, it may happen that no creditor is selected.

If Basecone recognizes two or more possible suppliers or customers, none of them will be selected. The field is then displayed empty. You can see the button filter in the image below. Namely, three potential matches have been recognized by Basecone. This is displayed in a filter. If the correct supplier is not in the filter, you can choose to remove the filter. The total list of suppliers is then shown. 

You can easily make adjustments and improve the matching through the filter. Select one of the suppliers or customers and then choose to edit. Press the button after the supplier name and compare the current value with the new value. Adjust if necessary.

  • Tip - unique fields for each supplier

Certain fields such as a Chamber of Commerce number, VAT number or bank account number are unique for each supplier. If by mistake several suppliers have the same VAT number, Basecone will not make a selection and a filter is applied.

  • Tip for sales invoice recognition

A wrong match may also be caused by an (own) e-mail address and is saved by mistake with the master data of a debtor / creditor. Basecone recognizes the e-mail address and makes the match. This match is then (most likely) not the desired one. By means of the filter button you can see which potential debtors / creditors recognize Basecone. Check the current value in Basecone properly.

Step 5: Control if the adjustments work

You can very easily check whether the adjustments lead to the correct supplier or customer being recognized. In the booking screen in Basecone you choose to reject the document. Then the document will go back into the workflow without a tag and you can tag the document again. A tagged document goes through the process of recognition and matching with the most up-to-date data.

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