If you are unable to validate a document because information is missing or cannot be validated, you can select an invalid reason. Depending on the reason selected, certain fields are forced valid, and subsequent processing may be skipped. An invalid reason does not stop a document from being processed. Instead, it forces fields to be valid so that the document can be further processed, but in a different way than usual.

For example, the purchase order number on a document is invalid but the extracted value matches what is on the document. In this situation, select the Missing / invalid PO invalid reason. This forces the purchase order number valid and skips line pairing.

By default, the following reasons are configured. Select one based on your needs.

Vendor not found

Select this reason when you cannot find the vendor, either on the document, or via a search.

This sets all vendor fields to valid.

Missing / invalid PO

Select this reason when the purchase order number does not pass validation or is not found on a document.

This sets the purchase order number to valid and also skips line pairing.

PO vendor <> invoice vendor

Select this reason to allow a vendor ID to pass even if it is unconnected to the purchase order, but only as long as that vendor ID exists in the master table.

This sets all vendor fields to valid.

Invoice amounts do not add up

Select this reason if the amounts on the document to not pass validation, but are extracted correctly from the document.

This sets the amount fields and the line items table to valid.

Third party freight

Select this reason if the vendor exists and the document contains third-party freight information.

This sets the vendor number field to valid and processes the document according to the third-party freight rules during line pairing.

Missing/invalid vendor & PO

Select this reason if both the vendor ID and the purchase order number are missing or invalid. This is similar to the Vendor not found and the Missing / invalid PO reasons.

This sets both the vendor fields and the purchase order number to valid. It also skips line pairing.

Not VAT compliant

Select this if the Local VAT Amount, the Exchange Rate, the vendor fields, or the Bill To VAT Reg # fields are invalid, and their extraction results match what is on the document image.

This sets these fields to valid.

Stock invoice

Select this reason when the purchase order number is missing from the document, but only when instructed by your Administrator.

This sets the PO Number field to valid and line pairing is carried out based on other configurations set up by your Administrator.

Zero value invoice

Select this if the document image shows that there are no values on the document, and validation fails because the extraction shows a value of zero.

This sets the amount fields to valid.

Vendor address invalid

Select this when the vendor address on a document does not match what is in the database.

This is similar to the Vendor not found reason because it forces all vendor fields valid, but here, there is a mismatch between what the Vendor Search returns and the information on the document.

If none of these reasons are suitable, consider rejecting the document.