Genie Smartflow is used for coding and distributing invoices. It is AI-based and requires no administration; instead, it learns based on feedback from MediusGo.

The only thing required to get a suggested coding from Genie Smartflow is that the invoices are interpreted via Capture and that the invoice is handled as an expense invoice (order/purchase invoices are not affected by Genie).

Smartflow suggests a coding, with a maximum of five coding rows, and a reviewer, and it works as follows:

Coding

The first invoice from a vendor is coded manually.

The coding information from the first invoice is sent to Genie when the final posting is made, and when the next invoice from the same vendor arrives, the invoices are compared. If they are the same, the coding information from the first invoice is applied.

Above the coding rows, the following will be displayed if Genie suggests a coding:

On the coding rows, the fields coded by Genie are marked with different colors depending on how confident Genie is that the information is correct.

The confidence level is marked as follows:

• Green = High
• Orange = Medium
• Red= Low

After a number of similar invoices, the confidence level will increase and more and more fields will be marked green. If Genie Smartflow has suggested an incorrect coding, correct the coding and handle the invoice as usual. It learns from your changes, enabling it to provide more reliable suggestions in the future. When you change a coded value manually, the color marking from Genie will disappear in the cell where the value has been changed, and your coding signature will be placed on the row as before.

Suggested coding without Genie's marking

If you receive a suggested coding that does not have Genie's markings (stars or corner markings in different colors), you have probably suggested the invoice's coding in a different way—via coding suggestions, coding adjustments, or via contract invoices. Contract invoices and certain account adjustments can override Genie's suggestions.

If the suggestion comes from a coding suggestion, “Activate Smartflow” is probably disabled for the current vendor in the company you work for, and thus the suggested codingis entered as standard. 

Handling amounts

Genie Smartflow first attempts to retrieve amounts from the most similar invoice. If we do not have a most similar invoice, or if the coding on the most similar invoice does not match, then 100% of the amount is used for the rows that are alone in their row type. In other words, if there are two cost lines, there are no amounts. If there is one cost line = 100% cost.

Handling VAT

Genie Smartflow can handle different types of VAT and learns this in the same way as other amounts. If there is a VAT suggestion for the company, it is set as before. If you use reverse VAT, you must flag the accounts used for this in the chart of accounts.

Why am I not getting any suggestions?

Either the vendor is new, or the invoice has a new layout or new information that has not been handled before in connection with that vendor.

Handle the invoice manually, and it will learn for the next time you purchase the same/similar items from that vendor. By handling more invoices—with more underlying data to go on—Genie becomes more confident in its suggestions.