Smart Receipts rules
Fill in the account and job for a supplier's receipts automatically, and optionally approve them without review.
A rule fills in the account and job for a supplier's receipts as soon as they are read, so you don't have to code the same supplier the same way every time. If you choose, a rule can also approve matching receipts for you.
Open rules from Smart Receipts: select Rules at the top of the page.
Create a rule
Start a new rule
Select New rule and give it a Name, for example "Bunnings materials".
Say which documents it applies to
Under When a document's supplier…, choose one of:
- Is this supplier, then choose a supplier on file.
- Name is exactly, then type the name as printed on the receipt.
- Name contains, then type part of the name.
Optionally set Total at least and Total at most to limit the rule to a range of totals.
Choose what it fills in
Under …then fill in, choose an Account and, optionally, a Job.
Decide on approval
Leave Approve automatically off to have matching receipts filled in and left for review. Read Approve receipts automatically below before turning it on.
Save
Select Create rule. The rule appears in the list and is used for documents read from now on.
Try a rule before you trust it
In the rule form, under Try it, choose a document from Against a recent document and select Test. You can test changes before saving them. The result says one of:
- Doesn't match, with the reason.
- Matches and would be approved automatically.
- Matches — it would be filled in, then wait for review, with what is stopping automatic approval.
What a rule changes
When a receipt or supplier invoice has been read, the enabled rules are checked from the highest Priority down. The first rule that matches is used:
- The rule's account replaces the account on the document and on every line.
- The rule's job is used only if no job was suggested.
- The document shows the rule's name in the Smart Receipts list and on the review screen.
Rules are not used for statements or for receipts photographed on a job. Documents a rule has already filled in or approved are not changed when you edit or delete the rule.
Approve receipts automatically
Turn on Approve automatically to have matching receipts approved without review. A receipt is approved automatically only when all of these are true:
- It is a receipt or invoice, not a statement or a receipt photographed on a job.
- The supplier is already on file.
- It was read with at least the rule's Minimum confidence % (between 80 and 100; 95 unless you change it).
- The totals on the document add up. A document with nothing to check the total against is left for review.
When a rule approves a receipt, a purchase is created and the person who uploaded it gets a notification. The purchase shows Approved automatically and the rule's name.
Manage rules
The list shows each rule's conditions, what it fills in, whether it approves automatically (Auto ≥ N%) or leaves documents for Review, and how many times it has been used.
- Use the switch in the On column to turn a rule off without deleting it.
- Select Edit or the row to change a rule, then Save rule.
- Select the bin icon to delete a rule.
- Set Priority to decide which rule wins when more than one matches. Higher runs first.
Creating or changing rules needs Purchases: Create and Purchases: Edit. Deleting a rule needs Purchases: Edit.