🌐 Web | 👤 Admin with Invoice business rules permissions
Keyword detection can be used to flag user-defined keywords found in invoices. You can then choose to perform different actions such as route these invoices through a separate approval flow.
Invoice business rules are configured at an organization level, but can be applied to one or more companies as required.
You can choose to display a warning where the invoice contains a keyword included in the keyword list or display a warning and perform a specific action such as mark a custom checkbox or enter a text in a custom field.
Enable keyword detection rules
To configure keyword detection rules, you need to have admin permissions to access Admin > Invoice business rules.
This section is only visible when:
Yokoy Invoice is enabled
You have:
Admin permission granted to access Invoice business rules section (Admin > Finance/HR roles, Setup dropdown list).
Set up invoice business rules
You can set up specific business rules to warn invoice processors when an invoice contains a specific keyword, and configure additional actions such as mark a custom checkbox or add a specific text string in a custom input field in the invoice header.
To configure a keywords detection rule:
In the Custom rules tab, click Add rule in the Invoice business rules page.
Enter a name for the rule to identify it and the company to which it applies:
Rule name: user-defined name of the keywords detection rule. When a keyword is found on an invoice, the rule name appears in the displayed notification.
Company: select one or multiple companies to which the keywords detection rule applies. You can select all companies within the same organization at once. If you create a new company, it won’t be automatically selected in already existing keyword rules. You need to edit the rule to add any new companies.
Select the keyword list. You can import a CSV document containing the list of keywords you want to detect on invoices.
An example file is provided in which you can check the required structure of the CSV file:all keywords must be listed in the first column.
any values entered in the first row won’t be considered in the keyword detection.
the CSV file must be saved in UTF-8 encoding.
Once you have uploaded your keyword list, it appears under a link called Keyword list.csv. You can download the file at any time to view the applied keywords.
In the Actions section, you can configure specific actions to be performed when a keyword is detected on an invoice.
The available actions include:enable/disable a custom invoice header field (checkbox type)
populate a user-defined value in a custom invoice header field (Input type).
In the Field dropdown list, select the respective custom field. Depending on the type of the custom field, you can either set the value astrue/falseor enter a string in the Value field.
✏️ Note - Custom field(s) required for actions
If you want to set up an action, your company must have been previously set up with a custom field in Admin > Company, Admin Support Section - Advanced forms, Supplier Invoice custom fields for it to appear as a field in Actions.
The keyword detection feature supports both types of custom fields: checkbox and input.
The respective custom field(s) must exist in all companies selected in the keyword rule.
You can then use this custom field to process invoice approval in a separate flow. For example, you can include a true/false condition node in the Workflow Designer to detect whether your custom field is true or false.