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Version: Current

FAQ: How does Zudello automatically code documents?

Zudello uses a process called Enrichment to automatically populate coding fields (like Account Code, Department, Location, Tax Rate) and link related records (like Supplier, Customer, Items) on your documents. This significantly reduces manual data entry.

The Enrichment process typically runs after data extraction and involves several steps in a specific order:

  1. Keyword Coding: Checks for predefined keywords (configured in Settings > Document Coding) in specific document fields (like Line Description) and applies the associated target coding if a match is found.
  2. Linking Supplier/Customer: Attempts to match the document to an existing Supplier or Customer record based on extracted Tax Number, Email, Phone, or Name. It also checks learned Supplier/Customer Alternatives.
  3. Linking Items: For each line item, attempts to match the extracted SKU to an Item record based on SKU, Barcode, or learned Item Alternatives. Supplier-specific alternatives are prioritised.
  4. Applying Defaults: Populates empty coding fields based on default values set on linked records. The priority typically follows this order (meaning an earlier default prevents a later one from applying to the same field):
    • User/Inbox Defaults: Applies default Subsidiary/Location based on the user who uploaded or the inbox it arrived in.
    • Allocation Defaults: (If matched to a PO/Receipt) Applies coding specified in the Allocation Extension's "Autofill" settings.
    • Item Defaults: Applies default Account, Tax Rate, Dimensions etc., configured on the linked Item record.
    • Supplier/Customer Defaults: Applies default Account, Tax Rate, Dimensions etc., configured on the linked Supplier/Customer record.
  5. Applying Settings: Applies settings from linked records, such as the "Tax Included" toggle, "Consolidate Lines", or "Treat as Freight".
  6. Calculations: Recalculates line and header totals based on the applied coding (especially Tax Rates) and settings.
  7. Validations: Runs configured validation extensions (e.g., total checks, ABN validation).

Key Points:

  • Defaults generally do not overwrite fields that already have a value (either from extraction or a previous Enrichment step).
  • The accuracy relies heavily on good quality data extraction and well-maintained Supplier, Customer, and Item records with correct defaults configured.
  • You can manually override automatic coding, and using Apply Trained Rules (Applying Trained Rules) re-runs the Enrichment process using the latest rules and defaults.