Documentation/ Consolidation/ Consolidation with AI
Consolidation with AI
On accounts that have it switched on, consolidation stops being automatic only when the numbers line up exactly. Dijit.app's AI steps in precisely where the exact matching stops: it picks which delivery notes make up the invoice when the numbers are not enough, and it matches the lines left over after the ordinary check.
On this page
- Where it steps in and where it does not
- When it is switched on, and when it runs
- How it picks the delivery notes
- The amount check, always exact
- Telling you a delivery note is missing
- How it matches the lines
- What you can do with the proposal
- What language the explanations are in
- A person always decides
- Things that come up
Where it steps in and where it does not
Classic consolidation, described in how the matching works, settles most cases: when the invoice quotes the delivery note number, or when the item code matches letter for letter, no language model is needed. The AI does only what that check cannot settle:
- Choosing which delivery notes make up an invoice when none of them carries an exact reference and it has to be decided on amount and date.
- Matching the lines left with no partner after the exact check, for instance because the supplier words the invoice differently from the delivery note ("FLOUR T-55 25KG SACK" against "Bread flour 25 kg").
Everything the exact check already settles stays exactly as it was: the AI does not repeat or replace that work, it only fills the gap that used to be left for somebody to do by hand.
When it is switched on, and when it runs
It is switched on per account, company by company. If nothing to do with AI appears while you are consolidating, your account does not have it yet.
With it on, the proposal is asked for only when you open the invoice's delivery notes tab, not before. And it is worked out once per invoice: go back to that tab without any new delivery notes having turned up from that supplier and you see the same proposal, without it being worked out again. If new delivery notes do turn up, or the previous proposal was confirmed or dismissed, it recalculates itself.
If two people open the same invoice at once, two separate calculations do not start: while one is running, the screen waits and tries again a few seconds later. You do not have to do anything.
How it picks the delivery notes
Which rule it uses turns on one thing: whether the invoice has a delivery note number printed on it or not. It never mixes the two on the same invoice.
| If the invoice… | The proposal goes on… |
|---|---|
| Has a delivery note number printed on it | Those references only. It recognises them written differently, with a leading zero, with the series run together, with another separator, but a number that is merely similar or consecutive does not count: a different number is a different delivery. |
| Has no reference at all | The amount and the date. It picks the set of delivery notes whose total comes closest to the outstanding amount without going over, all dated on or before the invoice. If no combination makes sense, it proposes nothing: it does not force a selection. |
That separation is deliberate: mixing the two rules on one invoice is what used to lead to accepting delivery notes that only looked right by coincidence.
The amount check, always exact
Once the delivery notes are picked, the system adds their amounts up and compares them with the outstanding by ordinary arithmetic, not through the model. What that sum comes to is what decides how the proposal is presented:
| Outcome | What you see |
|---|---|
| The amounts agree | A proposal ready to confirm, with no warning. |
| Some amount is not covered | A note of how much is left. A delivery note may still need uploading. |
| It goes over the outstanding | A note of how much by. Look before you confirm. |
The final figure is never decided by the language model: the proposal can be wrong about which delivery notes it picks, but the amount attributed to that choice is always the real total of those documents.
Telling you a delivery note is missing
When the invoice prints a delivery note number that it cannot find among the ones you have, not consolidated, not proposed, not waiting, it tells you outright, with the exact number that is missing. It is the most useful message in the whole feature: it says literally what to go and find and upload.
It is also the commonest explanation for why an invoice will not quite add up: no matching rule is missing, the document itself is.
How it matches the lines
Line matching happens afterwards, and only on what is left:
- First the usual exact check runs, on item code or identical description, over the delivery notes picked.
- Only the lines that check cannot settle, on the invoice and on the delivery notes, go to the AI.
- If the exact check has already settled every line, the line AI never runs at all: there is nothing to match.
In the item comparison, lines settled by the AI carry their own mark and their own confidence, just as the exact check's lines carry theirs. Invoice lines that neither the exact check nor the AI can match are flagged as unsupported, and that is the list to go through by hand.
What you can do with the proposal
| Action | What it does |
|---|---|
| Confirm the proposal | Consolidates every delivery note in it at once, exactly as if you had ticked them and confirmed by hand. |
| View detail | Opens the line comparison for those particular delivery notes, so you can check the matching before confirming. |
| Drop one delivery note | Removes just that one from the proposal. It will not be proposed for this invoice again, though it is still there to consolidate by hand or against another. |
You can also open the original delivery note for any of the proposed ones without leaving the screen, exactly as with the ones the classic check suggests: see viewing the original delivery note.
What language the explanations are in
Every proposed delivery note comes with a written reason, and that text comes out in the language you are using the application in at that moment.
A proposal that has already been worked out keeps the language it was generated in. Change the application's language afterwards and the text does not translate itself: it comes out translated the next time the proposal is recalculated.
A person always decides
The proposal consolidates nothing on its own. However complete it looks, it needs the same confirming click as a manual consolidation, and a person always gives that click. Dropping something, looking at the detail, or leaving it alone are all equally valid answers to it.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| Nothing about AI appears while consolidating | The account does not have it switched on, or the invoice is already covered and there is nothing to propose. | If it should be on, ask support. |
| It takes a moment, or you have to wait a few seconds | Somebody else opened the same invoice at almost the same time and a calculation is already running. | Wait: it tries again on its own, with no need to reload. |
| The proposal warns that the amount falls short or goes over | The delivery notes picked do not come to exactly the outstanding. | Read the note about delivery notes still to upload, and check the amounts before confirming. |
| It mentions delivery note numbers it cannot find | Those delivery notes are not in the system yet. | Upload them and open the consolidation tab again. |
| A delivery note that did belong was dropped | Drop was pressed by mistake. | Tie it in by hand from the suggestions list: the AI will not propose it for this invoice again. |
| The proposal disappears after you confirm | That is what should happen: the invoice is settled. | Nothing. If more delivery notes arrive from that supplier, it recalculates itself when it should. |