How memories affect your receipts
When XI reads a receipt, it checks what it already knows about that client and supplier before it fills anything in. That's what stops your team making the same correction over and over.
Those notes are memories, and there are two places to work with them:
Where | What it's for |
The Memories tab on a receipt | One supplier, while you're looking at their receipt. This is where you'll add most memories. |
AI Memory in Settings | Everything at once. Use it to search across suppliers, see what XI has taught itself, and clear out anything wrong. |
š Read more here: How To: Add and Manage Supplier Memories from a Captured Receipt
Open AI Memory
Go to Settings.
Scroll down to AI & Intelligence.
Click AI Memory.
If there's nothing there yet, you'll see No memories yet. XI fills this in as you work.
Find the memories that affect your receipts
Memories are grouped by category, each with a count. Click a group's heading to open or close it.
Three categories do the work on receipts:
Category | What it holds |
Client Preference | Coding rules. This is where a Coding rule memory lands when you add one from a receipt. |
Client Context | Background about a client or supplier. This is where an Other memory lands. |
Decision Outcome | What XI taught itself from your team's corrections. Nobody types these. |
To find one quickly:
Search at the top of the page. Searching a supplier's name is the fastest way to see everything XI holds about them.
Filter by category using the filter in the header.
Click Load More Memories at the bottom if there are more than fit on the page. The footer tells you how many you're looking at.
š” Some groups have a padlock
Those are patterns XI keeps for itself as you work, and they can only be read. Hover over the padlock and you'll see Read-only - these memories are managed by XI.
Check what a memory will be used for
Click any memory to open Memory Details.
You'll see its category, the full text, and when it was created.
If it's been changed since, you'll also see when it was updated.
Click Close when you're done, or the X in the corner.
Most receipt memories also show a Used at row. That's the part worth reading: it tells you where XI will apply the memory the next time a receipt comes in.
Supplier identification, when it works out who the receipt is from
Account coding and Tax coding, when it codes the lines
Tax treatment, when it decides whether amounts include tax
Line item structure, when it works out the lines
Tracking categories, when it sets your client's tracking
General supplier context, background it takes into account throughout
Remove a memory that's wrong
If a supplier is being coded in a way you don't expect, this is where you put it right.
From the list: click the bin icon on the memory.
From the memory itself: open it and click Delete Memory.
Either way, confirm in the Delete Memory window. The next receipt from that supplier is read without it.
ā ļø Deleting a memory can't be undone
Read-only memories have no bin icon and no Delete Memory button, so they can't be removed here.
Delete every memory
ā ļø This isn't limited to Receipt Capture
This clears everything XI has learned about you and your clients, not just the memories behind your receipts. It can't be undone, and XI starts again from nothing.
If one supplier is being coded wrongly, delete that memory instead.
There's no button with Delete All Memories written on it. It's tucked behind an icon in the top right of the screen.
Look at the very top right of the screen, in the row of icons that starts with the + button.
Click the second icon along, the zig-zag one.
Hover over it first and you'll see Delete All Memories, so you know you have the right one.
It only appears once you have at least one memory.
The Delete All Memories window then opens.
Read the warning. It covers your preferences and settings, client context and preferences, workflow patterns and expertise, and past interactions.
Tick I understand this action cannot be undone and want to delete all my memories.
Click Delete All Memories.
Adding a memory yourself
Most memories are written by XI as it works. There are two ways to add one.
From a receipt
Open a receipt on the Receipt Capture page.
Click the Memories tab (the brain icon).
Click Add Memory.
š Read more here: How To: Add and Manage Supplier Memories from a Captured Receipt
From XI chat
Open the XI chat panel.
Type /add-memory and follow the prompt.
What's next
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io