Validating field values on invoices

Note that this information applies to validation of invoices. Validation settings are also available for document specifications (more information). See also Validation: Overview.

The system validates a field after extraction and each time the field changes value during verification. If validation fails, the field receives an error status and the Invoice Verify operator is prompted to correct the field value before the field (and the invoice it belongs to) are ready for further processing.

DOCUMENTS has many automatic validation routines for invoices. Use the Validation settings in the field profile to specify additional validations that the system should perform for the invoices.

1. Using the Invoice Manager module, open the invoice profile, make sure it is inactive, and then open the field profile.

2. Click Validation.

3. For validation of numeric fields, use these settings in the Field validation group box:

   • Interval From and To specifies a valid range for a numeric field. For example, type 1 and 12 to have the system check whether the extracted value of the current numerical field is greater than or equal to 1 and less than or equal to 12. No decimals are allowed here.

   • Use Checksum to carry out a modulo 10check-digit control of a numeric field.

Additional methods of validating fields, especially when there are relationships between multiple fields:

• Specify field handling in Invoice Verify

• Type an Expression in the Invoice validation group box.

• Specify a validation table.

• Specify a connection table.

• Use business logic.

Notes

• If an Invoice Verify operator tries to approve a field value on an invoice that does not match the validation settings or the format specification, a warning message is displayed, asking the operator to confirm or change the value. The operator can approve a value that does not match the validation settings and/or format specification.

• Validation settings can also be applied to value identifiers. Since identifiers are used only during extraction, you cannot adjust the Field handling in Verify, Invoice validation, or Table validation settings. To apply these settings to an identifier profile, copy the identifier profile to a single item field. Then, apply the settings to the new field profile.

Related topic

Field profiles for invoices: Overview

Validation: Overview