Document Rules automatically fill in non-PO invoice header fields and line details so you never have to enter the same info twice. You can create Custom Rules, use coding from previous invoices, or extract lines from an invoice image. This improves your coding accuracy and your automatic entry rate.
- Custom Rules
- Extract Lines
- Code From Last Invoice
- Apply Existing Rules
- Edit, Deactivate, or Turn Off Document Rules
Custom Rules
Custom Rules automatically populate header fields and line details when Ascend AP recognizes your selected combination of Supplier, Company, or Customer Account Number.
You can create multiple Custom Rules based on any of the following combinations of Supplier, Company, and Customer Account Number:
- Supplier
- Supplier and Company
- Supplier and Customer Account Number
- Supplier, Company, and Customer Account Number
If you use Customer Account number to build a rule, it must be clearly labeled on the invoice and related to the Supplier in Workday.
These are the available header fields and line details you can choose to populate automatically:
Custom Rule Header Fields
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Custom Rule Line Details
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*You must enter a value for Total %. While Ascend AP shows 100 as the default value, you must type in 100 to ensure that the net amount is applied as the extended amount.
Create a Custom Rule
Only AP Managers and AP Admin can create Custom Rules from scratch in the Document Rules Manager. Any user can create a Custom Rule by opening any Non-PO invoice that hasn't been submitted to Workday.
1. Open the invoice you want to create a rule for.
2. Enter a Supplier. This is required for all Document Rules.
- To save time, add any header or line details you want in the Document Rule.
- Make any edits to the line total. The Document Rule will automatically calculate the percentage of the line total.
3. Click the menu icon and select Document Rules.
4. Select Custom Rule and click Create New Rule.
5. 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 apply the rule when a specific Company is recognized on the invoice.
6. Select an option for Customer Account Number:
- Apply to all customer account numbers will apply the rule when any Customer Account Number is recognized on the invoice.
- Choose a specific customer account number will apply the rule when a specific Company is recognized on the invoice.
7. Click the toggle if you want to use header and line fields from your current document, then click Next Step.
8. Enter the header fields you want to populate in future invoices from this supplier. Clear any header field values you don’t want to populate, then click Next Step.
9. Enter the line details you want to populate in future invoices from this supplier and click Next Step.
- Make sure that the Total percentage does not add up to over 100%. This field determines what percentage of the net invoice amount (Control Total minus Tax, Freight, and Other amounts) is applied to each line.
10. Confirm your rule details and click Save New Rule.
All future invoices that meet your Custom Rule criteria will automatically populate the values specified in the rule.
While you can have multiple Custom Rules for each supplier, only one rule is applied to a single invoice. Ascend AP always applies the most specific rule to the invoice.
When you open Document Rules from an invoice's document entry page, the Custom Rule with the most specific details is listed first and the rule with the least specific details is listed last. For example, rules for all company and customer account numbers will appear at the bottom of the list, and rules for a specific company and account number will appear at the top of the list.
To view a complete list of all of your Custom Rules, including inactive rules, go to your Document Rules Manager in your Ascend AP Settings.
Code From Last Invoice
This Document Rule allows you to use coding from a previous invoice to code new invoices for a specific supplier. It automatically copies the supplier's most recent invoice line values as they appear in Workday. This may be especially helpful for invoices such as:
- Any recurring invoice that consistently has the same line allocations, such as subscription services
- Rent/leases
- Utilities
To copy fields from the most recent invoice on every invoice you receive from this supplier, follow the steps below.
- Open the document that you want to create a rule for.
- Enter the Supplier. This is required for all Document Rules.
- Click the menu icon
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- Select Document Rules.
- Select Code From Last Invoice and click Save.
This rule only applies to new invoices that are sent to Ascend AP after you click Save. It does not change any invoices that are already in your My Invoices list waiting to be processed.
Extract Lines
When you use Extract Lines, Ascend AP reads the line information on the document image and automatically creates and codes invoice lines. Over time, Ascend AP learns which specific line values are entered consistently and predicts them based on the item and the description. It adds both extracted and predicted line details for all future non-PO invoices received from the supplier.
This type of rule saves a lot of time when you have to consistently code for each separate line on the invoice. Every time an invoice is added to Workday, Ascend AP learns the values entered for each line item and will apply the information to future invoices.
- Open the invoice that you want to extract lines from.
- Enter the Supplier. This is required for all Document Rules.
- Click the menu icon
- Select Document Rules.
- Select Extract Lines and click Save.
This rule only applies to new invoices that are sent to Ascend AP after you click Save. It does not change any invoices that are already in your My Invoices list waiting to be processed.
Apply Existing Rules
Ascend AP recognizes when the changes you make to a document match an existing Document Rule. It will ask you if you want to apply the existing Document Rule.
When you click Apply Rule, the Document Rule will automatically fill in the information specified in the rule and replace any other details.
Edit, Deactivate, or Turn Off Document Rules
Edit or Deactivate Custom Rules
It's not possible to edit the Supplier, header Company, or Customer Account number of an existing custom rule—you must create a new rule. But, you can edit any of the other rule details. AP Managers and AP Admin can view, edit, or deactivate custom rules in your Document Rules Manager.
Anyone can edit or deactivate a Custom Rule from the document entry page:
- Go to the document that has a custom rule applied.
- Click the menu icon
- Select Document Rules.
- Under Custom Rule Name, click Edit.
- To edit, make any changes and click Save Changes.
6. To deactivate, click Deactivate Rule. This will ask you to confirm deactivation.
7. Click Deactivate the rule.
When you deactivate the only existing active Custom Rule for a supplier, the rule type will reset to No Rules.
Turn Off Document Rules
- To turn off any of your Document Rules:
- Go to the document that has rules applied.
- Make sure to double-check the supplier is correct.
- Click the menu icon
- Select Document Rules.
- Choose No Rules.
- Click Save.
Your Document Rules will turn off immediately and future invoices from the supplier will not have any Document Rules applied. This does not affect any invoices that were already received by Ascend AP.
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