Transparency is important at Candis, which is why we make the origin of the data proposed for processing visible to you at all times.
If you move your cursor over the small triangular symbol in the top right-hand corner of the corresponding field, the data source will be displayed.
There are 6 different data sources:
Document
Transaction
Credit card
Contact
Approver
Field suggestions
Data source: Document
In this case, the proposed data was read from the document. This can have happened in two different ways:
Read out by OCR (Optical Character Recognition). This is a text recognition system that recognizes texts from the uploaded image (document) and suggests them to you in the corresponding fields.
Read by a template created by Candis for supported document recognition. If the OCR fails for certain suppliers, templates can be created. Read more in this article.
The document data source has a special feature: the fields are displayed in different colors.
Orange
Green
Orange
The probability that the data is correct is low. These fields should always be checked.
Green
The probability that the data is correct is high. These fields can be skipped.
Fields change from orange to green over time. If documents from a supplier are often read out and not corrected by you, they will be displayed in green in the future, even though the data source is the document.
Data source: Transaction
If invoices are linked to transactions, the transaction data is displayed in the fields instead of the invoice data.
Candis only exports transaction data with document images, and therefore certain invoice data cannot be entered, or transaction data cannot be changed.
Data used from the transaction:
Document Type
Invoice date
Delivery date
Due date
Invoice correction
Total amount
Currency
If you would like to send/enter invoice data and credit card transaction data independently of each other in the future, please let us know.
Data source: Credit card
The credit card data source is displayed if posting rules have been added to the credit card. If no invoice has yet been added to a transaction, this data cannot be changed.
If an invoice is added to the transaction, the posting rules are proposed, but the data can be changed at any time.
If you would like to find out more about credit card pre-accounting and how to use it, please take a look at this article.
Data source: Contact
Candis has selected this contact because the document contains data points that are assigned to this contact. The following data points are used for identification:
Company name
VAT ID No.
Tax number
IBAN
If this is not the case, please contact the responsible team member with the "Administrator" user role so that the data assigned to the contact can be checked. It is often the case that, for example, the company's own IBAN, tax number or VAT ID no. have been stored.
The following fields can be proposed via the contact:
Create bank transfer
Terms of payment
Cash discount date
Cash discount rate
Cash discount amount
Due date
Data source: Cost center/cost object
If the cost center or cost object is read from a document, the corresponding approver is also added automatically.
The prerequisite is that an approver has been assigned to the corresponding cost center or cost object. You can also add several people. These are all added to the 1st approval step. This means that only one of these persons has to approve.
If this is not (or no longer) correct, please contact the responsible team member with the Administrator user role. Only the administrator can change the settings and add/remove a new user.
Data source: Field suggestion
The data from this field was suggested based on past entries. Field suggestion is available for the following fields:
G/L account
Tax key
Cost center
Cost object
If a cost center has been assigned to a supplier's invoice for the first time, Candis will suggest the same cost center for the next invoice from the same supplier. For suppliers with more than 20 processed invoices, only the most recent 20 invoices will be used as a basis for the suggestions.
If you would like to find out more about Field suggestions or how they can be deactivated, take a look here.