Strong accounting processes, support’s Kaunt’s pattern recognition
If you want to increase the number of invoices processed by Kaunt and make it easier for Kaunt to find a pattern, you can work on optimizing different elements in your internal processes. By optimizing within certain areas, the potential for processing can increase. However, it is important to remember that Kaunt’s performance is based on the pattern recognition. Thus, if you make changes, Kaunt may need a little time to adjust to the new patterns. Some of the key ways in which your processes can be optimized are:
- A simple chart of accounts
- Content on the invoices
- Following the OIOUBL-standard (if you are a Danish company)
- Consistent accounting
- Avoiding forwarding invoices between areas
Simplify your chart of accounts
If you have a simple chart of accounts, you ensure a stronger foundation for Kaunt’s pattern recognition. For public organisations we recommend you follow the authorised chart of accounts, without too many other specifications. For private companies we recommend a simple structure and to follow the guidelines that apply to your organisation.
In your chart of accounts, it makes sense to review cost centre and categories, and ensure that these are as simple as possible within the available framework. As a public organisation it is an advantage with numerous EAN-numbers and less cost centre elements.
How you should simplify your chart of accounts depends on your current structure and how it makes sense for your organisation to restructure. If you want a professional analysis of your account chart, with direct guidelines on how to simply, you can read more about how Kaunt can assist with this here.
If it is difficult to reduce the cost centres and categories in your organisation, we recommend that you work on optimizing the content on the invoices.
Content on the invoices
The information on the invoice has a great impact on Kaunt’s ability to find a pattern. Hence, it is important that the invoice contains the correct information. If suppliers repeatedly add wrongful information or leave information out, we recommend you contact the supplier and ask them to add the needed information. Good information to add are the header, contact information and invoice recipient. Some of the most important areas of information are:
- The department of the expenditure
- Recipient is disclosed, especially if there are multiple cost centres sharing an area
- Be specific as to whether it is the same recipient, but different cost centres. You can, for example, add a specification in the header
Another example of Kaunt having a hard time finding the pattern is when an external voucher is needed. For example, when a receipt has to be present alongside the invoice.
Follow the OIOUBL-standard
If you follow the standards dictated by OIOUBL, you make it easier for Kaunt to find a pattern. As a minimum, debitor, creditor, good(s), amount and header info (invoice number and date of issue) are included. Additional basic details such as recipient, order ID, addresses and so on will also contribute to the pattern recognition, so if possible, we recommend you add those.
Be consistent in your accounting
Kaunt learns from your historical behaviour. That’s why it is important that you are consistent in your accounting. If you are not consistent, this creates confusion and the potential number of invoices Kaunt is able to process will decrease. Consistency is one of the most important factors in pattern recognition. You can learn more about how Kaunt finds a pattern here.
Avoid forwarding between areas
If your internal processes are to forward an invoice with the incorrect GLN-number or area code or such, this has a negative effect on the pattern recognition. It is important you don’t just forward, but contact the supplier and ask them to identify and correct the information. This provides you with the opportunity to stay consistent and not confuse the robot.