Automation in Rydoo AP

Rydoo AP is loaded with agile and automated features throughout the process from receiving invoices to generating finished ledger lines. An invoice can be received, processed, and automatically posted to the accounting system directly after approval by the approver, without further intervention by the accountant.

 

Automation in the Invoice View

1. Linking Supplier
   Rydoo AP automatically links the supplier to cost invoices, credit notes, and order invoices based on the supplier register imported from ERP or accounting system. This applies to both EHF (UBL) and PDF invoices.
    
2. Duplicate Check
   If Rydoo AP receives multiple invoices with the same invoice number from a given supplier, all subsequent invoices after the first one received are marked as "Duplicate," and no further processing will occur.
   Note: Duplicate checks occur for each client/company, not per organization.
    
3. Rules and Actions (Automations)
   A wide range of invoice fields, line fields, statuses, and properties can be searched for content, and the rule can then perform various actions on the invoice, assignment, invoice lines, workflow, and accounting lines.
   
   See also: Commonly Used Rules
   
   Examples:
   1. Automatic Reply to Supplier if the Invoice is PDF
      Rydoo AP can automatically send an email to the email address registered on the supplier card if the invoice document type is PDF. In the email, you can encourage the supplier to send EHF.
       
   2. Automatic Email to Supplier if the Invoice has Issues
      Rydoo AP can automatically send an email to the supplier if the line description in the invoice does not contain any known project number or department number.
       
   3. Automatic Application of Account
      Set the account directly from the rule based on the content in the line or invoice header.
       
   4. Automatic Use of Allocation Key
      Set the account directly from the rule based on the content in the line or invoice header.
       
   5. Automatic Invoice Movement
      Invoice can be automatically moved from client A to client B upon arrival based on given criteria.  
4. Linking to Orders and Order Lines
   If the invoice contains a purchase order number or reference, Rydoo AP will automatically link the invoice and order, as well as invoice lines and order lines. Remaining invoice lines will be categorized as "Freight" or "Fee" using keywords in the line text. The categories can be associated with ledger accounts, so the posting of the remaining invoice lines also occurs automatically.
    
5. Periodization
   Rydoo AP will recognize date indications in natural language directly from the item line. Based on this, start period and number of periods are automatically set. For example: If the word "3rd qtr.", "3rd quarter" or "third quarter" is found in the line text, the start period will be set to 10 and the number of periods will be set to 3.
    
6. Extraction of Dimensions
   Recognition of dimensions based on text from the item line and selected fields in the invoice header. The dimension can be recognized from the dimension code (Example: "1234"), dimension description (Example: "Department Kaupanger") or dimension alias (Example: "Dept Kaupanger" or "Dept. K").
    
7. Suggestions for Accounts Based on Learning (Artificial Intelligence / AI)
   Based on previous accounting of item lines from the same supplier and with similar content, Rydoo AP can suggest ledger account, customer ledger, project account, fixed asset account, and dimensions.
    
8. Automatic Use of Related Accounts
   For accounts that have dependencies or relationships with other account codes, Rydoo AP can automatically apply required accounts, show account suggestions, require filling in an account, or block the field to prevent incorrect filling.
   
   Examples:
   1. Ledger account 3600 requires VAT code 1. This is then automatically applied.
   2. Fixed asset 10001 requires the user to choose a transaction type before the invoice can be posted.
   3. Project 20004 requires the user to choose between 2 proposed project categories.
   4. If the invoice line contains periodization (start period and number of periods filled in), the interim account must be selected.
       
9. Forwarding to Their Reference
   Rydoo AP will recognize the names of approvers in the invoice and then forward invoices directly to the correct recipient. Rydoo AP can also start workflows based on this. Alias names can also be added for individuals (Example: "Eivind Normann" or "E.N." for an approver whose actual name is Eivin Normann)
    
10. Rebilling to Subsidiary
    Using the address register for subsidiaries, Rydoo AP can search through invoice text and rebill directly to the correct subsidiary/company, etc (client) for further processing there.
    
    Rebilling must be set up in ERP in advance so that the cost is first recorded on the first receiving client (company) before a new invoice is created for the rebilled client (another company). Thus, the cost will be recorded on the first receiving company and then rebilled to the final receiving company.
     
11. Workflow Start
    Based on the content of the invoice, account codes, error messages, etc., Rydoo AP can start workflows and ensure that the correct approver or accountant is assigned the correct invoice. Workflow can be started automatically on the invoice or invoice line.
    1. Workflow based on content in the invoice
    2. Based on amount limits
    3. Based on dimensions, account codes, etc. set by others.
    4. Based on approval or rejection.
        
12. Automatic Field Check Before Approval and Posting
    Upon approval and posting, fields on the invoice header, invoice lines, and generated accounting lines will be automatically checked for missing or incorrectly filled information according to relationships, rules, periodization, and any link to purchase orders.
     
13. Automatic Posting
    When the invoice is approved and account parameters are already correctly filled out, accounting lines will be generated and posted automatically. If the automatic field check detects errors, these must be corrected before the invoice can be approved again.
    
    Note: With the help of learning and rules, Rydoo AP will often be able to fill out account parameters correctly so that the invoice is posted directly after approval by the approver without the need for the accountant to contribute.

Reports

1. Report - Invoice Automation
   Here you can see the automation level for each client and supplier for invoices sent to ERP for three areas: Workflows, Accounting Parameters, and Auto Posting. It is possible to focus on the suppliers with the highest volume and lowest automation level and thus improve efficiency in a more targeted manner.
    
2. Report - Invoice Statistics
   This report focuses on the total invoice volume distributed within UBL/EHF, PDF, and email, accumulated by supplier, client, and organization in selected time periods.