Basecone can automatically identify documents as either a receipt or an invoice. When a document is recognized as a receipt, a dedicated workflow is applied for data extraction and supplier matching. This ensures more accurate processing of documents that often contain less structured information than invoices.
Automatic Receipt Recognition
When you upload a document, Basecone automatically determines whether it is a receipt or an invoice. If the document is recognized as a receipt, the "Swap to Invoice" option will be available.
For receipts, the following information is automatically extracted:
Receipt or invoice date
Total amount
Subtotal amount
VAT amount
Receipt or invoice number
These fields are used for further document processing.
Supplier Matching Based on Custom Fields
Receipts do not always contain information such as a VAT number, IBAN, or telephone number. Therefore, Basecone uses a separate matching method for receipts.
How does it work?
You can select text directly from a document and add it as a custom field to a supplier. Examples include:
Supplier name
Store name
Branch name
Specific text appearing on the receipt
A maximum of 10 custom fields can be added per supplier.
When a document is recognized as a receipt, Basecone searches for these custom fields and uses them for supplier matching. In this case, the standard matching fields are not used.
Example
A receipt contains the text "ATOS" at the top of the document. If this text has been added as a custom field for a supplier, Basecone can automatically identify and match the supplier, even when no VAT number or other standard supplier information is available.
Switching Between Receipt and Invoice
Has a document been classified incorrectly? You can easily switch between the two document types.
Swap a Receipt to an Invoice
Click "Swap to Invoice" if a document has been incorrectly recognized as a receipt.
After the swap:
A confirmation message is displayed.
The document is processed as a regular invoice.
Basecone uses the standard matching rules.
Supplier matching is based on regular fields, such as VAT number, IBAN, or telephone number.
Swap an Invoice to a Receipt
If a document has been processed as an invoice but is actually a receipt, you can select "Swap to Receipt".
After the swap:
The document is processed using the receipt workflow.
Supplier matching is performed based on the configured custom fields.
Summary
By using separate matching methods for receipts and invoices, Basecone can accurately process and match documents to the correct supplier, even when receipts contain limited structured information. Receipt matching is based on custom fields, while invoice matching follows the standard matching process.