Document Validation Rules

Document validation rules are essential for maintaining data integrity and enforcing business policies within Zudello. By configuring these rules, you can automatically check documents for common errors or missing information, preventing issues downstream.

Zudello allows you to set up various types of validation rules, ranging from simple checks (like ensuring a field is filled) to more complex logic. These rules can trigger warnings or errors, guiding users to correct information before a document moves to the next stage (e.g., approval or export).

Common Validation Rule Types

You can configure rules to validate many aspects of a document, including:

• Assignees: Ensure documents are assigned to the correct user or team. See How-To: Configure Assignees Validation
• Notes: Require users to add notes under certain conditions. See How-To: Configure Document Notes Validation
• Totals: Flag discrepancies between calculated totals (subtotal, tax, total) and the extracted values from the document. This helps catch extraction errors or incorrect supplier billing.
• Due Dates: Validate the due date against the invoice date or receipt date (e.g., ensure due date is not in the past, or is within standard payment terms).
• Required Fields: Ensure mandatory fields (like Customer/Supplier, Invoice Number, Date) are populated.
• Data Format: Check if data in specific fields matches the expected format (e.g., PO numbers, dates).
• Duplicates: Check for potential duplicate documents based on supplier, invoice number, and amount.
• ABN/Bank Details: Validate supplier identification and bank details. See How-To: Configure ABN Validation and How-To: Configure Bank Detail Validation
• Item/Contact Restrictions: Prevent the creation or use of new items or contacts during processing. See How-To: Configure No New Line Items Validation and How-To: Configure No New Contact Validation

Configuring Validation Rules (General Steps)

While the exact steps vary depending on the specific rule, the general process often involves:

1. Navigate to Settings: Access the relevant configuration area in Zudello, often under Settings, Administration, or a specific module's settings (e.g., Purchasing Settings). Look for sections related to Validation Rules, Business Rules, or Document Types.
2. Select Rule Type: Choose the type of validation you want to implement (e.g., Total Validation, Due Date Check, Required Field).
3. Define Conditions (If Applicable): Specify when the rule should apply. For example, a rule might only apply to specific document types (Invoices, Credit Notes), certain suppliers/customers, or documents exceeding a certain value.
4. Set Parameters: Configure the specific parameters for the rule.
   • Example (Totals): Define the acceptable tolerance level (e.g., +/- $1.00 or 0.5%) for discrepancies between calculated and extracted totals.
   • Example (Due Date): Specify the validation logic (e.g., "Due Date must be after Invoice Date", "Due Date cannot be more than 90 days from Invoice Date").
   • Example (Required Field): Select the field that must be populated.
5. Choose Severity: Determine the outcome if the rule fails:
   • Error: Prevents the document from proceeding until the issue is fixed.
   • Warning: Alerts the user but may allow the document to proceed (depending on workflow configuration).
   • Info: Provides information without blocking the process.
6. Activate the Rule: Enable or save the rule to make it active.

Best practices

• Start with essential validation rules (e.g., required fields, total checks) and gradually add more complex rules as needed.
• Clearly define the purpose and expected outcome of each rule.
• Use warnings for less critical issues and errors for mandatory compliance checks.
• Regularly review and update validation rules to align with changing business processes.
• Test validation rules thoroughly after configuration.

By effectively utilising document validation rules, you can significantly improve data quality, reduce manual checks, and ensure smoother processing workflows.

Need help?

If you need assistance configuring specific validation rules, consult the detailed guides linked above, contact your organisation administrator, or reach out to Zudello support.