1. Ascend Help Center
  2. Ascend AP Guides
  3. Settings

Manage Custom Document Rules

Updated

AP Managers and AP Admin can view and manage Custom Document Rules, in the Document Rules section of your Ascend AP Settings. 

This section shows which of your Custom Rules rules are active, or currently in use, and which rules are inactive. It also shows helpful insights, such as the number of times a rule has been used and when it was last modified.

When you create, edit, or reactivate a Custom Rule, the rule type for that supplier changes to Custom Rules—even if a different type was previously selected. Any Custom Rules that were active before switching rule types will still show as Active, but won’t be applied.

View and search Custom Rules

To view your existing active and inactive Custom Rules, go to Settings>Document Rules. You can use the search bar to type keywords and find matching rules.

Filter Custom Rules

You can filter active and inactive Custom Rules based on the following criteria:

  • Supplier
  • Company
  • Account #
  • Created By
  • Date Created
  • Last Modified
  • Last Used
  • # of Times used

The filter options for Supplier, Company, and Account # are based on your existing Custom Rules. You can select multiple filter options.

Click to view steps

To filter your Custom Rules:

  1. Go to Settings>Document Rules.
  2. Depending on your criteria, select the Active Rules or Inactive Rules tab.
  3. Click the Filter icon.
  4. Click the dropdown arrows next to the filter category to expand it.
  5. Select your filter criteria, such as ‘Company' or 'Date Created’. Some filters have multiple options; check the box next to each one you want to apply.

Your results will show immediately.

Create a new Custom Rule

You can create a new Custom Rule in two ways:

To build a Custom Rule from scratch, you must use the Document Rules Manager in your Ascend AP Settings.

Click to view steps
  1. Go to Settings>Document Rules.
  2. Click Create New.
  3. Enter a Supplier. This is required for all document rules.
    • If there’s a different document rule type already set for this supplier, you’ll get a warning message.
  4. Select an option for Company:
    • Apply to all companies will apply the rule when any Company is recognized on the invoice.
    • Choose a specific company will only apply the rule when a specific Company is recognized on the invoice
  5. Select an option for Customer Account Number:
    • Apply to all customer account numbers applies the rule when any Customer Account Number is recognized on the invoice.
    • Choose a specific customer account number applies the rule when a specific Customer Account Number is recognized on the invoice.
  6. Enter the header fields you want to populate in future invoices, then click Next Step.
  7. Enter the line details you want to populate in future invoices and click Next Step.
  8. Confirm your rule details and click Save New Rule.

All future Non-PO invoices that match your rule criteria will auto-fill with your specified values.

While you can have multiple custom rules for each supplier, only one is applied to an invoice. Ascend AP always applies the most specific rule to the invoice.

Edit a Custom Rule

You can edit any active Custom Rules from the Document Rule Manager. To edit a Custom Rule:

  1. Go to Settings>Document Rules.
  2. Go to Active Rules.
  3. Find the rule you want to edit and click its Edit icon .
  4. In the rule builder, edit the header fields and click Next Step.
  5. Edit any line fields and click Next Step.
  6. Review your rule and click Save Changes.

Your changes will update immediately. Future invoices matching the Supplier, Company, and Account # in your rule will auto-fill with the specified values.

Deactivate a Custom Rule

You can deactivate, or turn off, any custom document rule so that it won’t be applied to future invoices. To deactivate a custom rule:

  1. Go to Settings>Document Rules.
  2. Click the Active Rules tab.
  3. Find the rule you want to deactivate and click the Deactivate icon .
  4. On the confirmation screen, click Deactivate Rule.

Your changes will update immediately, and the rule will no longer be applied to future invoices. When you deactivate the only existing active Custom Rule for a supplier, the rule type will reset to No Rules. 

Reactivate a Custom Rule

You can reactivate, or turn on, any inactive Custom Rule whose criteria doesn’t match an existing active rule. To reactivate a custom rule:

  1. Go to Settings>Document Rules.
  2. Click the Inactive Rules tab.
  3. Find the rule you want to reactivate and click the Reactivate icon .
  4. Make sure to double-check that the rule is set up correctly.
  5. On the confirmation screen, click Reactivate Rule.

Your changes will update immediately. All future invoices that meet your custom rule criteria will automatically populate the values specified in the rule.

More Document Rule options

You can also create, view, and edit any Custom Rules for a specific supplier on an invoice’s document entry page. When you create a document rule from the document entry page, you can select Code From Last Invoice or Extract Lines, or No Rules instead of creating Custom Rules.

When you change a supplier’s document rule type to Extract Lines, Code From Last Invoice, or No Rules on the document entry page, existing Custom Rules may appear as active on the Document Rules settings page, but they will not be applied to incoming invoices.

 

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.

Articles in this section