Why add a memory?
If you find yourself making the same correction on every receipt from a supplier, tell XI once instead. A memory is a note about that supplier, and XI takes it into account the next time a receipt from them comes in.
For example, that every invoice from a particular supplier should be coded to a specific account, or that their delivery charges belong somewhere different to the goods.
š” Memories are per supplier, per client
A memory you add on one client's receipt only applies to that supplier for that client. It doesn't carry across to your other clients.
Open the Memories tab
In the left-hand menu, click Receipt Capture.
Click the receipt in the list to open the preview panel.
Down the right-hand side of the panel, click the Memories tab (the brain icon).
š Read more here: How To: Open and Preview a Captured Receipt
What you'll see
Each memory in the list shows:
a category badge, which is the kind of memory it is
where it came from: Added by you, or Learned from your edit if XI picked it up from a correction someone made
the first part of the memory, and the date it was created.
Click a memory to read the whole thing.
If there aren't any yet, you'll see No memories yet.
š” Check what XI has already learned
The Learned from your edit memories are the ones XI worked out for itself from your team's corrections. If a supplier is being coded in a way you don't expect, that's the first place to look.
Add a memory
On the Memories tab, click Add Memory at the top.
Choose what kind of memory it is.
Coding rule for how this supplier should be coded.
Other for anything else worth knowing about them.
Type your note into the box.
Up to 2000 characters, with a counter underneath.
Click Save, or Cancel to throw it away.
Your memory appears in the list straight away with the Added by you badge.
If the supplier isn't identified yet
Memories are organised by supplier, so XBert has to know who the receipt is from before you can add one.
When it doesn't, the tab shows Supplier not yet identified and Add Memory is greyed out. Hover over it and you'll see The supplier must be identified before adding a memory. Process this receipt first.
You'll run into this on:
Duplicates. A duplicate is never read, so it never has a supplier. If it's genuinely a separate receipt, process it first.
Failed receipts. If XBert couldn't read the receipt, there's nothing to attach a memory to. Reprocess it first.
Receipts that have only just arrived, while they're still Queued or Processing. That usually passes in moments.
š Read more here: How To: Resolve and Reprocess Failed or Duplicate Receipts
Delete a memory
On the Memories tab, find the memory you want to remove.
Click the bin icon on that memory.
In the Delete Memory window, click Delete, or Cancel to keep it.
You can also delete a memory from its detail window, after you've read the whole thing.
ā ļø Deleting a memory can't be undone
Some memories have no bin icon. Those are ones XBert manages itself, and they can only be viewed.
Writing memories that work
Be specific. "Code all invoices from this supplier to 429 General Expenses" is easier to act on than "these are expenses".
One idea per memory. Several short memories beat one long one.
Say what, not when. A memory is a standing instruction, so leave out anything that only applies to one receipt.
Tidy up as you go. If a supplier changes how they invoice, delete the memory that no longer holds.
š” You can see when a memory was used
The receipt's Audit Trail records when XI considered a memory and whether it acted on it.
š Read more here: How To: View Extracted Text and the Audit Trail for a Captured Receipt
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