NCF Validation and Smart Account Suggestions (Purchases)

What is it and what is it for?

These are two independent tools, designed to cut down on manual work and errors in your purchase documents:

• NCF validation: confirms, online with the Dominican Republic's tax authority (DGII), that the fiscal receipt number a vendor gave you is real, matches that vendor's tax ID and hasn't expired, before you rely on it for your tax reporting.
• Smart account suggestions: an AI model learns from the ledger accounts your company has historically used for each vendor and item/description, and flags whenever the account assigned on a new document doesn't match what you'd normally use, so you can fix it in one click if it was a typing mistake.

NCF Validation (Fiscal Receipts)

This screen lists purchase documents that have an NCF pending validation. Only documents from vendors whose NCF sequence is configured as "Don't generate" show up here (that is, vendors who provide their own NCF instead of AdmCloud assigning one from your own fiscal sequences).

• Applies to Vendor Bills, Receptions, Vendor Credit and Debit Notes, and Expense Reports that have an NCF on file.
• Each row shows Number, Document type, Date, Vendor, Tax ID (RNC) and the NCF to validate, plus its status (Pending, Valid, Invalid or Unknown).
• You can customize which columns show and save your own column layout for this list, just like other AdmCloud lists.

How to use it

1. Open the NCF Validation screen; you'll see documents with a pending NCF.
2. Click the Validate button on the row for the document you want to check.
3. AdmCloud sends the vendor's tax ID and the NCF to the DGII and gets back a response: whether the receipt is valid, who it's registered to, its validity period and, if it doesn't check out, why.
4. The document's status is automatically updated to Valid, Invalid, or the message returned by the DGII is recorded for your review.

Smart Account Suggestions (AI)

When you record a line on a Vendor Bill, Reception, Vendor Credit or Debit Note, Expense Report, Account Payment or Bank Charge, the AI model predicts, from the vendor's name and the item's description, which ledger account likely applies. When the account actually assigned on the document differs from what the model would have suggested, the transaction shows up in the suggestions-to-review tab.

• The model trains on your company's real history: the more consistently you classify documents, the better its suggestions get.
• You can filter suggestions by date range, subsidiary, location, vendor, item, assigned account and suggested account.
• Each row lets you quickly check that vendor's recent purchases through an info icon next to their name.

The two tabs

• Suggestions to Review: documents where the assigned account doesn't match the model's suggestion, and you haven't decided what to do with them yet.
• Ignored Suggestions: suggestions you chose to dismiss for that specific transaction; you can send them back to review at any time.

Available actions per line

• Accept: changes the document line's account to the one the model suggested.
• Ignore: dismisses the suggestion for that specific line and moves it to the Ignored Suggestions tab.
• Never suggest this account: permanently excludes that ledger account from all future model suggestions, regardless of vendor or item.
• Reverse (on the Ignored tab): moves the suggestion back to the pending-review list.

Key fields

Validations

• NCF validation requires the document to have an NCF on file and the vendor to have a complete Tax ID (RNC) on record; if it's missing, validation is rejected explaining why.
• If your company requires an NCF on your own fiscal documents, a document without an NCF can't go through this validation.
• When you "Accept" or "Ignore" a suggestion, AdmCloud first confirms the transaction still exists; if it was deleted or voided in the meantime, the action is rejected.
• Suggestions can only be accepted or ignored on the supported document types: Vendor Bill, Reception, Vendor Credit or Debit Note, Expense Report, Account Payment and Bank Charge.

Availability

• NCF validation only makes sense for companies with the "Fiscal Documents" feature enabled (enabled by default in the Dominican Republic and Costa Rica, and can be turned on or off from your company's feature settings).
• Smart account suggestions require the "Account recommendation using ML" feature enabled for your company. If you don't see any suggestions, contact support to confirm this feature is enabled on your account.
• Manually retraining the model (the model-update buttons) is reserved for AdmCloud's technical staff; as a regular user, you only review and accept or ignore the suggestions the model has already generated.

Tips and common mistakes