Summary
Invoice rules let you tell Edify how to handle your suppliers' invoices, so you spend less time correcting the same things by hand. You write each rule in your own words, and it applies across your whole company, to every site's invoices.
There are two kinds of rule:
Rule Type | What it's for |
Variance rules | Accept small differences between an invoice and what you ordered or received, so they no longer block approval. |
Supplier extraction rules | Tell Edify how a particular supplier sets out their invoices |
Put simply, a supplier extraction rule tells Edify how to read a supplier's invoices, and a variance rule decides which differences you're happy to accept.
⚠️ Only Admins and Franchise Admins can create, edit or delete rules.
Creating a rule
Go to Invoices > Rules.
Click New rule
Type your rule in plain language
Check how Edify has read the rule. Edify shows its interpretation before you save, so you can confirm it's what you meant.
Select Save.
Variance rules
A variance rule tells Invoice Matching which differences you're happy to accept, for example "Accept price rises up to 3% from Brindisa". A difference accepted by a rule still shows on the invoice, but it no longer stops you approving it.
A rule can accept a difference on its own, or accept it and update the product's cost in Edify at the same time.
Be specific about the supplier, whether the rule covers price or quantity, and how much difference to accept.
Examples:
Rule | What it does |
Accept price rises up to 3% from Brindisa. | Accepts Brindisa lines invoiced up to 3% above the GRN price. |
For Baldor, accept differences within £2 and update the price in Edify. | Accepts Baldor lines that differ by up to £2, and updates the product's cost when the invoice is approved. |
⚠️ A rule can accept a difference of at most 5%, £10 a line or 2 units. Anything larger still needs someone to resolve it.
Reviewing lines accepted by a rule
A line accepted by a rule is marked with the rule's wording, so you can see why it was accepted. You don't need to do anything with it before approving.
If you disagree with the rule's decision on a line, you can override it:
Select Dispute to put the invoice on hold while you investigate.
Select Accept myself to resolve the line with one of the usual options instead.
Your decision always replaces the rule's.
Supplier extraction rules
Edify reads each invoice to pull out its lines, quantities and prices. Some suppliers follow their own conventions, for example printing quantities in cases rather than units. A supplier extraction rule tells Edify how that supplier's invoices work, so their invoices come through the way you expect.
New invoices from that supplier are read using your rule.
💡 Use an extraction rule for something that applies to every invoice from a supplier. For a change to a single invoice, edit it in review instead. See Invoice Matching for how.
Managing rules
Open Invoices and select the Rules tab to see all your company's rules, grouped by type. From here you can:
Switch a rule off to stop it applying, without losing it.
Edit a rule's wording.
Delete a rule you no longer need.
Every change is kept in the rule's history.