{"id":3938,"date":"2025-08-07T10:06:55","date_gmt":"2025-08-07T14:06:55","guid":{"rendered":"https:\/\/www.aleop.ca\/?post_type=guides_demarage&p=3938"},"modified":"2025-10-16T14:15:37","modified_gmt":"2025-10-16T18:15:37","slug":"modeles-de-saisie","status":"publish","type":"guides_demarage","link":"https:\/\/www.aleop.ca\/en\/guides-utilisateur\/guide-utilisation\/modeles-de-saisie\/","title":{"rendered":"Learning profiles"},"content":{"rendered":"

Learning profiles allow you to define and save accounting learning rules, either for a specific partner or for a category of transaction.<\/p>\n\n\n\n

They act as configurable templates used to automate certain suggestions during document validation. A template can, for example, automatically suggest one or more general ledger (GL) accounts, add entry lines, or help configure allocations across different entities or expense types.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n
<\/div>\n\n\n\n

Usage examples<\/h2>\n\n\n\n
\n\n\n\n

Learning profiles help manage complex or recurring billing scenarios efficiently. Here are three typical situations where using them optimizes accounting allocation and reduces the risk of errors.<\/p>\n\n\n\n

Case 1:<\/strong> A supplier is generally associated with a recurring expense (e.g., office supplies), but some of their invoices relate to capital expenditures (e.g., building construction). The entry template makes it possible to manage this change in context.<\/p>\n\n\n\n

Case 2: <\/strong>Some suppliers issue invoices with amounts that need to be split across multiple cost centers, buildings, or expense categories. In some cases, it may also be necessary to separate personal and business portions according to a defined ratio, to accurately reflect the client\u2019s accounting reality.<\/p>\n\n\n\n

Case 3: <\/strong>A supplier invoices goods or services intended for different departments or projects within the company. The entry template allows the amounts to be distributed across multiple cost centers to ensure accurate expense tracking.<\/p>\n\n\n\n

<\/div>\n\n\n\n

Types of learning profiles<\/h2>\n\n\n\n
\n\n\n\n

Depending on the level of precision or need for reuse, a learning profile can be linked to a specific partner or designed for more general use. Each type addresses different accounting contexts and helps automate data entry based on the characteristics of the transactions being processed:<\/p>\n\n\n\n

<\/div>\n\n\n\n

Partner<\/strong><\/p>\n\n\n\n

The template is only available for the partner (supplier or customer)<\/strong> for whom it was created. It is recommended when accounting entries are specific to a given partner.<\/p>\n\n\n\n

<\/div>\n\n\n\n

Global type<\/strong><\/p>\n\n\n\n

The template is accessible to all partners <\/strong>and is specific to a type of expense or revenue. This type of template allows a transaction to be posted directly to a general ledger (GL) account without linking it to a specific supplier. It is often used for partners with similar profiles, such as:<\/p>\n\n\n\n

    \n
  • Gas stations<\/li>\n\n\n\n
  • Veterinarians<\/li>\n\n\n\n
  • Hardware stores<\/li>\n\n\n\n
  • Grocery stores<\/li>\n<\/ul>\n\n\n\n
    <\/div>\n\n\n\n

    Learning profile list<\/h2>\n\n\n\n
    \n\n\n\n

    The list of learning profiles is accessible via the Tools > Learning profile list menu. This submenu is visible to the RGA and Accountant profiles, as well as the Training and Support groups. The list displays the profiles created for the current company.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    L\u2019usager peut filtrer ou trier la liste selon diff\u00e9rentes colonnes (nom, type, partenaire associ\u00e9, statut). Pour les mod\u00e8les de saisie de type \u00abPartenaire\u00bb, le nom du partenaire associ\u00e9 au mod\u00e8le sera affich\u00e9 et recherchable. Par d\u00e9faut, seuls les mod\u00e8les actifs sont visibles. Il est possible d\u2019afficher \u00e9galement les mod\u00e8les d\u00e9sactiv\u00e9s.<\/p>\n\n\n\n

    Le bouton \u00abAjouter un mod\u00e8le de saisie\u00bb permet de cr\u00e9er un nouveau mod\u00e8le. Un mod\u00e8le existant peut \u00eatre consult\u00e9 ou modifi\u00e9 en cliquant sur le bouton \"\" button to the right of the row.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    Creation of a learning profile<\/h2>\n\n\n\n
    \n\n\n\n

    It is possible to create a learning profile directly from the list of profiles or during the validation of a document. The process allows you to save a reusable data entry configuration to automate the processing of similar documents. <\/p>\n\n\n\n

    <\/div>\n\n\n\n

    From the list of learning profiles<\/strong> 
    In the menu Learning profile list<\/em>, click on the button Add a new profile<\/strong>. Aleop will display a configuration form.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n
      \n
    • If the selected type is Partner<\/strong>, an additional field will allow you to choose an Aleop partner. <\/li>\n\n\n\n
    • When saving, the learning profile will be linked to the selected partner.<\/li>\n<\/ul>\n\n\n\n
      <\/div>\n\n\n\n

      From the validation of a document<\/strong> 
      At step 1 of the validation, click on the New<\/strong> button. A form will appear to define the learning profile settings.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n
        \n
      • Le partenaire actif sur la facture en cours sera automatiquement associ\u00e9 au mod\u00e8le (si le type est \u00abPartenaire\u00bb ). <\/li>\n\n\n\n
      • Once the profile is saved, it will be automatically applied to the current invoice. <\/li>\n<\/ul>\n\n\n\n
        <\/div>\n\n\n\n

        Configure an input template<\/h2>\n\n\n\n

        Configuring a learning profile allows you to automate a large part of the accounting work in Aleop. By linking processing rules to a document type or a supplier, you simplify the entry of recurring transactions and improve the consistency of your records. The profile is built progressively as you validate invoices: it remembers the choices you make and automatically suggests them the next time.<\/strong> <\/p>\n\n\n\n

        There are two types of learning linked to a profile: <\/p>\n\n\n\n

        <\/div>\n\n\n\n

        Default learnings<\/strong> 
        This refers to an accounting entry that will be suggested for all unrecognized items on an invoice. To configure default learning: <\/p>\n\n\n\n

          \n
        • Allez \u00e0 l\u2019\u00e9tape \u00abOp\u00e9rations comptables\u00bb de la validation. <\/li>\n\n\n\n
        • Select one or more lines by checking the boxes. <\/li>\n\n\n\n
        • Cliquez sur le bouton \u00abR\u00e9p\u00e9ter un compte\u00bb. <\/li>\n<\/ul>\n\n\n\n
          \"\"<\/figure>\n\n\n\n
            \n
          • Enter the account to assign to the item. <\/li>\n\n\n\n
          • Cliquez sur le bouton \u00abConfirmer\u00bb. <\/li>\n<\/ul>\n\n\n\n
            \"\"<\/figure>\n\n\n\n
              \n
            • Vous pouvez cr\u00e9er une s\u00e9paration des lignes que sera propos\u00e9e par d\u00e9faut en cliquant sur le \u00ab+\u00bb \u00e0 gauche du Template<\/strong> \u2014 this is useful when distributing the amount across multiple accounts or separating out tax amounts. <\/li>\n<\/ul>\n\n\n\n
              \"\"<\/figure>\n\n\n\n
              <\/div>\n\n\n\n

              Line learnings<\/strong> <\/p>\n\n\n\n

              Learning profiles also remember the specific entries you assign to an item. Here's an example of assigning <\/strong>\u00abV\u00e9t\u00e9rinaire et M\u00e9dicaments\u00bb \u00e0 une facture de v\u00e9t\u00e9rinaire. <\/p>\n\n\n\n

              \"\"<\/figure>\n\n\n\n

              Par d\u00e9faut, le compte \u00abM\u00e9dicaments\u00bb est propos\u00e9 pour toutes les lignes de la facture. Toutefois, si certains items, comme le MOC<\/strong>, doivent plut\u00f4t \u00eatre affect\u00e9s au compte \u00abV\u00e9t\u00e9rinaire\u00bb, il est possible de le pr\u00e9ciser lors de la validation. 
               
              \u00c0 la deuxi\u00e8me \u00e9tape de validation, vous pourrez modifier le compte comptable des lignes concern\u00e9es afin d\u2019y inscrire \u00abV\u00e9t\u00e9rinaire\u00bb \u00e0 la place de \u00abM\u00e9dicaments\u00bb. <\/p>\n\n\n\n

              \"\"<\/figure>\n\n\n\n

              Une fois la facture valid\u00e9e, Aleop retiendra automatiquement que, pour cet item (MOC) provenant de ce fournisseur, le compte \u00e0 utiliser est \u00abV\u00e9t\u00e9rinaire\u00bb. Cette r\u00e8gle d\u2019attribution s\u2019appliquera lors des prochaines saisies similaires. 
               
              In short, learning profiles allow Aleop to suggest default entries for all invoice lines, while still giving you the flexibility to customize certain ones based on specific items or suppliers. <\/p>\n\n\n\n

              <\/div>\n\n\n\n

              View and edit learning profiles<\/h2>\n\n\n\n
              \n\n\n\n

              The view screen displays the behaviors associated with a specific template, including:<\/p>\n\n\n\n

                \n
              • Display the list of default learning rules, based on the line type (purchase, sale, or deduction line).
                <\/li>\n\n\n\n
              • Display the list of item-specific learning rules, based on the line type (purchase, sale, deduction, tax, or discount line).
                <\/li>\n\n\n\n
              • Display the lines to be added automatically when the template is used on a document during validation.<\/li>\n<\/ul>\n\n\n\n

                For templates of the Global type<\/strong>, it is possible to search for and select a partner to view the learning rules specific to that partner. Default learning rules and automatic lines are not tied to any specific partner; they are applied regardless of the partner selected during validation.<\/p>\n\n\n\n

                <\/div>\n\n\n\n

                It is possible to:<\/p>\n\n\n\n

                  \n
                • Activate or deactivate a learning profile.<\/li>\n\n\n\n
                • Delete a default learning or an item-specific learning.<\/li>\n\n\n\n
                • Standardize an item learning with the default version (if they differ).<\/li>\n\n\n\n
                • Delete an automatically added line.<\/li>\n<\/ul>\n\n\n\n
                  <\/div>\n\n\n\n

                  No creation or modification of learning rules is possible on this screen. These elements are updated automatically during validations.<\/p>\n\n\n\n

                  An entry template cannot be permanently deleted. It can be deactivated if needed.<\/p>\n\n\n\n

                  \"\"<\/figure>\n\n\n\n
                  <\/div>\n\n\n\n

                  Deletion of automatic lines during validation<\/h2>\n\n\n\n
                  \n\n\n\n

                  During document validation, automatic lines generated by the entry template can now be temporarily deleted without modifying the template itself. This deletion applies only to the current document\u2014the line will still be automatically reinserted when the same template is used in another document.<\/p>\n\n\n\n

                  To permanently delete an automatic line, the user must open the learning profile\u2019s edit screen and remove the line from the template\u2019s definition.<\/p>\n\n\n\n

                  This feature allows you to:<\/p>\n\n\n\n

                    \n
                  • reduce the number of unnecessary lines in certain contexts.<\/li>\n\n\n\n
                  • lighten invoices.<\/li>\n\n\n\n
                  • improve readability when searching for transactions.<\/li>\n<\/ul>\n\n\n\n
                    <\/div>\n\n\n\n

                    Decision-making process<\/h2>\n\n\n\n
                    \n\n\n\n

                    During document validation, Aleop uses a decision tree to automatically determine which accounting learning rule to apply, based on the available entry templates.<\/p>\n\n\n\n

                    A learning profile<\/strong> allows pre-recording of accounting rules specific to a supplier or transaction type. It can be applied globally (all suppliers) or specifically (a particular supplier).<\/p>\n\n\n\n

                    The process unfolds as follows:<\/p>\n\n\n\n

                      \n
                    1. Automatic recognition<\/strong>
                      If a product included in the invoice has already been recognized, the product-specific learning is automatically applied without any intervention.
                      <\/li>\n\n\n\n
                    2. No recognition<\/strong>
                      Si aucun produit n\u2019est reconnu, Aleop ne sugg\u00e8re pas automatiquement de mod\u00e8le : il doit \u00eatre s\u00e9lectionn\u00e9 manuellement avant l\u2019application de l\u2019arbre de d\u00e9cision.
                      <\/li>\n\n\n\n
                    3. Use of a profile<\/strong>\n
                        \n
                      • If an existing profile is selected and has already been used for this supplier and product, the specific learning is applied.<\/li>\n\n\n\n
                      • Otherwise, two options are available:\n
                          \n
                        • Apprentissage par d\u00e9faut : une op\u00e9ration comptable est appliqu\u00e9e \u00e0 tous les items non reconnus. Si l\u2019apprentissage par d\u00e9faut est d\u00e9j\u00e0 configur\u00e9 sur le mod\u00e8le au moment de l\u2019ouverture du document \u00e0 la validation, l\u2019information est automatiquement appliqu\u00e9e \u00e0 chaque ligne dont le produit ou le fournisseur n\u2019a jamais \u00e9t\u00e9 rencontr\u00e9. Sinon, il faut l\u2019ajouter manuellement pendant la validation en cours \u00e0 l\u2019aide du bouton \u00abR\u00e9p\u00e9ter un compte\u00bb.<\/li>\n\n\n\n
                        • Item-specific learning: a specific operation is defined for one or more items.
                          <\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                        • Adding targeted learning<\/strong>
                          Once the default profile is created, you can add specific learning rules for certain items to handle special cases (e.g., capital assets, special allocations, etc.).<\/li>\n<\/ol>\n\n\n\n

                          <\/p>\n\n\n\n

                          <\/p>\n\n\n\n

                          <\/p>\n\n\n\n

                          <\/p>","protected":false},"parent":1175,"menu_order":0,"template":"","class_list":["post-3938","guides_demarage","type-guides_demarage","status-publish","hentry"],"blocksy_meta":[],"acf":[],"yoast_head":"\nMod\u00e8les de saisie • Aleop<\/title>\n<meta name=\"robots\" content=\"noindex, follow\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Mod\u00e8les de saisie • Aleop\" \/>\n<meta property=\"og:description\" content=\"Les mod\u00e8les de saisie permettent de d\u00e9finir et d'enregistrer des r\u00e8gles d'apprentissage comptable, que ce soit pour un partenaire sp\u00e9cifique ou pour une cat\u00e9gorie de transaction. Ils agissent comme des gabarits configurables servant \u00e0 automatiser certaines suggestions lors de la validation des documents. 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