Blue10 uses various document recognition methods to process documents quickly. Blue10 retrieves the relevant data from different document types and suggests the required fields in the header of the invoice or delivery note. In this blog, we will take a closer look at document recognition and how it works for specific parts of a document. We will also share useful tips to make document recognition as efficient as possible.
When Blue10 receives a PDF, it reads the text on the document. The relevant data is extracted from this to make a suggestion in the validation screen for the required fields in the header of the invoice or delivery note. This data is partly recognised from the document and partly based on the master data from the administration. The text recognition on the document takes place between the Split and Validate steps.
Please note: Is the invoice you received an electronic document? Depending on the settings in Blue10, the PDF will not be read, but the corresponding XML will be read instead. Read more about receiving electronic invoices here.
1. Document type (purchase invoice, sales invoice or delivery note)
The document type is recorded when a document is imported into Blue10. When a document is imported via manual upload or via the Blue10 app, a document type must be selected.
When importing via a Blue10 email address, the email address can be linked to one document type (Purchase, Sales, Delivery note) or to all document types (General). Was the document received at a Blue10 email address linked to all document types? Then the document will end up in the Splitter after import. The correct document type must be selected in the Splitter.
Read more about setting up a Blue10 email address here.
2. Administration
The administration is recorded when a document is imported into Blue10. When a document is imported via manual upload or via the Blue10 app, an administration must be selected. When importing via a Blue10 email address, the email address is linked to a single administration.
Until April 2022, it was possible to create a Blue10 email address that was linked to all administrations. Was the document received at a Blue10 email address linked to all administrations? Then the system checks whether there is a recognition rule on the basis of which the administration can be selected. If no recognition rule can be applied, the document will end up in the Splitter or the Validation screen without an administration after import. The correct administration must be selected in the Splitter or the Validation screen. Please note: if no administration is known in the validation screen, no relationship can be suggested!
Tip: Make sure that documents are received directly in the correct administration. This ensures that the correct master data is used for matching with recognised data and that Blue10 can make as complete and accurate a proposal as possible for the invoice header data.
3. Supplier (applicable to purchase invoices & delivery notes)
The supplier match can be made based on recognised data from the invoice and master data entered on the supplier card.
- Blue10 recognises the IBAN number on the invoice. If this IBAN number matches the IBAN number on the supplier card in the relevant administration, this supplier is suggested. If more than one supplier has the same IBAN number, Blue10 cannot choose between the different suppliers and no suggestion can be made.
- Blue10 recognises the Chamber of Commerce number on the invoice. If this Chamber of Commerce number can be linked to a supplier in the relevant administration, this supplier is suggested.
- If the recognised IBAN number and/or Chamber of Commerce number cannot be linked one-to-one to a supplier in the relevant administration, the recognition system will attempt to link a supplier based on previously validated invoices in the relevant administration. If previous invoices with the same IBAN and/or KVK number have always been validated for the same supplier, this supplier will be suggested.
If you use electronic invoices, a supplier suggestion will be made based on a match between the IBAN and VAT details in the XML and on the supplier card.
Please note: if no relationship is known in the validation screen, the fields based on the relationship cannot be filled in. These include Booking template, Description, Payment terms and Currency. When selecting the correct relationship, these fields will be filled in based on the selected relationship.
What can I do to improve the supplier proposals in my administration?
- Make sure that the master data in the accounting system is filled in correctly.
- Make sure that each supplier has unique data so that it is clear to the Blue10 service which supplier is involved. This also means that the same IBAN number and/or VAT number must not be filled in for multiple suppliers.
- If your own IBAN number and/or VAT number appear on a document, make sure that this information is entered in the Blue10 service. You can do this via “Management” > “Companies” > open the relevant administration > enter this information in the fields “company VAT number” and “company IBAN number”. This ensures that your own details are not used to identify suppliers.
4. Customer (applicable to sales invoices)
Blue10 recognises the IBAN number on the invoice. If this IBAN number matches the IBAN number on the customer card of no more than one customer in the relevant administration, this customer is suggested.
If you use an electronic invoice, a customer suggestion will be made based on a match between the IBAN and VAT details in the XML and on the customer card.
5. Invoice number
Blue10 recognises the invoice number on the invoice. It searches for a sequence that follows terms such as “invoice no”, “document number”, “invoice (number/no)” or other variations thereof.
6. Posting templates
If a “Standard posting template” exists for the relevant administration and relationship, it will be applied automatically. The description in the invoice header and the invoice coding are filled in based on the template. Read more about the use of posting templates here.
7. Description
The description is suggested based on the relationship.
- Is this the first invoice from this relation that you are validating in Blue10? Then we will suggest the name of the relation as the description.
- Have you previously validated an invoice from this relation? Then we will suggest the same description that you used last time for this relation.
- Has a booking template been applied? Then the description set in the booking template will be applied.
8. Invoice date
Blue10 recognises the invoice date on the invoice. It searches for a valid date based on terms such as “(invoice) date” or “(invoice) date”. The date may be no more than 6 months in the past and must also fall within the current, previous or coming year.
The date format (dd-mm-yyyy or mm-dd-yyyy) determines how a date should be interpreted. For example, “01-02-2025” could be either 1 February 2025 or 2 January 2025. To ensure that the recognised date is interpreted correctly, you can set the date format used at company level. This can be done via Management > Companies > open the relevant administration > Additional settings > Standard date format. At supplier level, you can deviate from the company standard. This can be done via Management > Suppliers > open the supplier > Date format.
9. Payment terms
The payment terms are suggested based on the relationship. When synchronising master data from the linked accounting system, the standard payment terms for the relationship are transferred. If no standard payment terms are known for the relationship, the correct payment terms must be selected in the validation screen.
10. Period
The period is suggested based on the invoice date.
11. Currency
The currency is suggested based on the relationship. When synchronising master data from the linked accounting system, the standard currency of the relationship is transferred. If no standard currency is known for the relationship, the currency of the administration is used.
12. Packing slip number (applicable to purchase invoices)
Blue10 recognises the packing slip number on the invoice. It searches for a series that follows terms such as “packing slip number”, “packing slip” or other variations thereof.
13. Purchase order number (applicable to purchase invoices)
Blue10 recognises the purchase order number on the invoice. It searches for a number that follows “order (number)” or “reference” or variations thereof.
In combination with a logistics link (GreenCommerce, Retailium/XPRT), the “Standard purchase order number” field on the supplier card in Blue10 can be used to indicate that it concerns a supplier for logistics invoices. If a “Standard purchase order number” is entered on the supplier card, this number will be suggested on invoices from this supplier.
14. Payment reference (applicable to purchase invoices)
Blue10 recognises the payment reference on the invoice. It searches for a string that follows “payment reference” or between +++ and +++.
15. VAT scenario (applicable to ERP adapters Unit4 and Visma)
The VAT scenario is proposed based on the relationship. When synchronising master data from the linked accounting package, the standard VAT scenario for the relationship is transferred. If no standard VAT scenario is known for the relationship, the correct VAT scenario must be selected in the Validation screen.
16. VAT line amounts in the header
Blue10 recognises the VAT line amounts on the invoice. When synchronising master data from the linked accounting package, the country code of the relationship is transferred. Based on this country code, Blue10 knows which VAT percentages can be expected on the invoice. Based on the amounts read from the invoice and the expected VAT percentages, a proposal is made for the VAT line amounts.
17. Total amount
The total amount is calculated from the amounts on the VAT lines.
Do you have any questions about this?
Send an email to support@blue10.com or call +31 88 2583101.
