Yokoy performs a number of general checks on all invoices:

In addition, Yokoy can check other invoice attributes such as supplier and customer tax IDs, reverse charge reference, customer name, and supplier and customer addresses.

You can view the checks that have been performed on the invoice (and those not performed or not applicable) in the Invoice checks tab.

Invoice data extracted by Yokoy‘s AI is used when performing invoice requirement checks:

Yokoy can recognize invoices that are potential duplicates and flag them with a notification banner. Invoice duplicate notifications can be dismissed depending on the invoice business rules.

Yokoy performs duplicate checks by comparing the values in these fields:

In Admin > Invoice business rules, Formal checks tab, you can choose which fields are used to determine whether an invoice is a duplicate of another or not depending on your specific requirements.

By default, all fields are used to determine an invoice duplicate. Yokoy checks that the values in the selected fields are identical. If the supplier and/or invoice number hasn’t been extracted by Yokoy’s AI, a duplicate check is still performed on the other available information. If the same field in two invoices is empty (i.e. no value), it is considered a match.

When a user uploads or submits the invoice, Yokoy checks the values in the duplicate check fields and compares them with other invoices in the same company and across different companies (legal entities) within a single organization.

A notification is displayed on all duplicate invoices, i.e. the original invoice and any subsequent invoices that Yokoy detects as being a duplicate.

In addition, if a user updates any of the values of the fields included in the duplicate check manually and saves the invoice, or simply submits the New or Draft invoice, the duplicate check is re-triggered. If any potential duplicates are found, a notification is displayed. If you are a finance user or an invoice processor, you can click on the notification to view the invoice that may be a duplicate.

When submitting the invoice, if any potential duplicates are found, submitters are required to acknowledge the duplicate and determine the next step. You can choose to:

Yokoy can detect and extract IBANs from invoices and check the information against the information provided in the supplier master data.

If an IBAN is found in the invoice, it is extracted and displayed in the Payment account. If there is more than one IBAN, the numbers are displayed in the Payment account dropdown list so you can select the correct one:

IBAN numbers extracted from the invoice are highlighted as AI-extracted IBAN, while IBAN data taken from the supplier‘s master data is highlighted as Known vendor payment account.

If the IBAN in the supplier invoice does not match the IBAN in the supplier master data, a mismatch notification is displayed.

Yokoy can flag invoices where the service date or invoice date does not match the validity period of the detected tax rate (Tax rate: Issue date not within validity period of selected tax rate).

When you upload an invoice, Yokoy AI automatically detects the tax rate stated in the invoice line items and links it to the tax rate in Yokoy (if present). Alternatively, invoice processors or finance users can select the applicable tax rate for the line item.

If the tax rate selected contains a validity period, Yokoy checks that the invoice’s service dates or invoice date falls within that period. If the invoice or service date is before the tax start date (Valid from) or after the tax end date (Valid to), it displays a warning.

The notification is displayed at invoice line item level, specifying the selected tax rate that does not apply.

Yokoy can flag line items where the unit of measurement is missing.

When this check is activated, the unit of measurement column is mandatory and automatically displayed. If the quantity is greater than zero, Yokoy checks that line items matched with a PO line item contain a unit of measurement. If not, it displays a Unit missing error message for the line item.

Non-PO line items or line items that have not yet been matched are not considered by this check.

By default, this check is inactive and must be activated in the Invoice business rules. Since it triggers an error notification, it cannot be dismissed.

Yokoy can flag any invoices where the supplier on the invoice does not match the supplier of the associated PO.

In this case, Yokoy compares the supplier received in the PO with the supplier selected on the invoice and displays a warning where the two do not match. Yokoy uses the supplier ID to determine whether the PO supplier matches the invoice supplier.

Where multiple POs are selected on the invoice, Yokoy checks to see whether any of the PO suppliers do not match the invoice supplier.

Whenever you match an invoice with a purchase order or multiple POs, Yokoy checks that the invoice currency matches the PO currency. If the currencies are different, Yokoy flags this with an error.

At times, suppliers include a specific date (due date) on which the customer must provide invoice payment. Depending on the specific agreement between the supplier and the customer, penalties may be applied for late payment. Yokoy AI extracts and track this due date as part of the invoice header.

You can activate the Invoice due date on/after invoice date check to ensure that the due date is not earlier than the invoice date to prevent incorrect or erroneous financial bookings or export issues.

By default, this check is active and dismissible.

Yokoy extracts the due date from the invoice or calculates it based on the supplier’s payment terms. However, in many cases, a different payment term is agreed upon between customers and the supplier for a specific PO. This payment term is included in the PO header data. If the supplier issues an invoice for that PO with a different payment term than agreed, invoice processors are notified with a warning.

By default, this check is inactive. When this check is activated, Yokoy checks the invoice due date against the due date that is calculated for the PO based on the payment terms. If the check is disabled, invoices are checked against the supplier’s standard payment terms.

If no invoice date is provided, then the check isn’t performed against PO due date. If the submitter or invoice processor enters the invoice date, then Yokoy checks against the calculated PO due date.

Addresses are used to determine the type of transaction covered by an invoice. Yokoy uses the Google Address Validation API to ensure addresses are correct, complete, and well-formatted.

The transaction type is used to determine tax ID checks and the reverse charge check.

Yokoy considers the country as being the applicable jurisdiction for tax purposes.

To determine the transaction type, Yokoy validates shipping and customer addresses:

Addresses must be correct, complete, and well-formatted in order to determine the transaction type (and hence, tax ID and reverse charge checks).

Yokoy uses Google Address Validation API to verify that the address is a full address. Yokoy sends the AI-extracted address (supplier or customer) to the Google API. The Google API enriches the address information sent by Yokoy and returns the full address.

Yokoy stores the full address information returned by Google for 90 days, to avoid calling the Google API repeatedly for the same address.

For validation purposes, Yokoy uses these Google Address Validation attributes for the shipping address (if provided on the invoice), customer address, and supplier address:

You can set up Yokoy to check that the supplier address found on the invoice matches that specified in the supplier master data. Both the extracted address from the invoice and the supplier master address of the supplier selected in the invoice header are enriched by the Google API.

Depending on whether a supplier address is present in the invoice and/or master data, Yokoy proceeds as follows:

You can set up Yokoy to validate the customer address found on the invoice against company master data; in particular, against the office locations provided in Admin > Company for the legal entity where the invoice was uploaded. If multiple office locations are specified in the company settings, the invoice address must match at least one. Both the extracted address from the invoice and the office location (company address) are enriched by the Google API.

Depending on whether a customer address is present in the invoice and/or configuration, Yokoy proceeds as follows:

A tax ID is a unique identification number assigned to businesses by the government for tax purposes. A tax ID is used when companies report tax information to the tax authorities. Depending on the country, tax IDs may have different names and formats such as VAT ID, VAT registration number, BTW Nr., etc.

In Yokoy, you can check:

You can import multiple tax IDs as part of supplier master data. Supplier tax IDs are displayed under Invoice Processor > Suppliers in the Supplier tax ID section of the Supplier details tab in the supplier record.

You can set up one company tax ID in Admin > Company for each legal entity.

You can set up several checks for supplier tax ID depending on the transaction type:

In addition, you can set up an additional tax ID check for domestic (for EU customers) and intra-EU transactions to validate whether the tax ID is a valid VIES number.

In the case of domestic transactions, you can set up Yokoy to compare the supplier tax ID extracted from an invoice against the supplier tax ID(s) provided in the supplier master data.

Tax ID strings should match fully. No partial matches are allowed. If there are blank spaces in any of the compared values, they are ignored.

Yokoy proceeds as follows:

For an intra-EU transactions, Yokoy compares the supplier tax ID extracted from an invoice to the supplier tax ID(s) provided in the supplier master data.

The same validations are performed as for Supplier tax ID for domestic transactions.

For import transaction, Yokoy compares the supplier tax ID extracted from an invoice to the supplier tax ID(s) provided in the supplier master data.

The same validations are performed as for Supplier tax ID for domestic transactions.

You can set up Yokoy to check the Supplier Tax ID extracted from an invoice against the VAT Information Exchange System of the European Commission. This check ensures that the suppliers are taxable persons and hold a valid VAT identification number.

In this case, Yokoy takes the supplier tax ID found on an invoice and checks its validity by sending it to the VIES system.

If VIES API can’t be reached for some technical reason and the VIES validation can‘t be performed, then a “VIES service unavailable” notification is triggered.

You can set up several checks for customer tax ID depending on the transaction type:

In the case of domestic transaction, Yokoy can compare the customer tax ID extracted from an invoice to the company tax IDs provided in the Company master data.

Tax ID strings should match fully. No partial matches are allowed. If there are any blank spaces in any of the compared values, they are ignored.

Yokoy proceeds to check for customer Tax ID on the invoice:

For intra-EU transactions, Yokoy compares the customer tax ID extracted from an invoice to the company tax ID(s) provided in the company settings.

The same validations are performed as for Customer tax ID for domestic transactions.

For import transactions, Yokoy compares the customer tax ID extracted from an invoice to the company tax ID(s) provided in the company settings.

The same validations are performed as for Customer tax ID for domestic transactions.

Yokoy performs a check on the company name. Yokoy can validate whether the name that appears on the invoice matches the company‘s name or flag any invoices where the invoice does not include the legal entity name.

Yokoy displays a warning for those invoices where:

You can use this check to flag invoices that may belong to other legal entities in your organization, so you can move them to the corresponding legal entity.

For intra-EU invoices, Yokoy can validate the reverse charge reference. In the case of domestic or import transactions, no action is performed.

The reverse charge references list is maintained by the AI team. This list can be enhanced by AI team on request.

Yokoy first determines whether it’s an intra-EU invoice by address validation. If so, Yokoy checks if a reverse charge reference is found on the invoice:

If you validate purchase order and goods receipt against invoice data, Yokoy can perform several factual checks to compare key data in the invoice against the original purchase order and goods receipt data.

More specifically, you can perform these checks:

When Yokoy detects a PO invoice that does not match either the amount or quantity, it displays a warning notification. These notifications are displayed at line item level.

Since these checks indicate unsuccessful 2-way or 3-way matching, they are not considered formal checks and therefore, are not included in the Invoice checks tab.

You can turn on factual checks in Admin > Invoice business rules, Factual checks tab. All checks are active by default when you enable PO invoices in Yokoy.

Given that the amount mismatch, quantity mismatch, and missing goods receipt notifications flag any issues that prevent successful 2-way or 3-way matching, they cannot be dismissed or deactivated by invoice processors. However, the missing goods have been received notification is designed to highlight a change in 3-way matching status. In other words, where a PO invoice couldn’t previously be matched with its PO and GR line items due to amount mismatch, Yokoy indicates that the GR data has been updated and automatic matching was performed. This notification can be disabled, if desired.

You can view the checks performed on an invoice in the Invoice checks tab. Yokoy performs invoice checks when the invoice is saved. The Invoice checks tab displays all active checks that your Yokoy admin has enabled for the company. Checks that are not active for the company are ignored.

Yokoy groups the information into checks that Yokoy has not performed and those performed. If the check does not apply to the specific invoice, it is displayed with the status Not applicable. If the check could not be performed for whatever reason, it is indicated as Not performed, so you can follow up on this criteria and perform a visual check.

For the checks performed on the invoice, Yokoy displays all active checks and their status. If the invoice meets the criteria, the check is indicated as Passed.

If the invoice fails to meet the criteria for one or more reasons, Yokoy displays the number of notifications triggered for that check. The notifications are displayed in the invoice header or the line item as appropriate.

If you dismiss a notification for a specific check, the check is still flagged in the Invoice checks tab since the invoice does not meet the check criteria. You can view dismissed notifications in the Invoice history tab.