Vendor Settings

These settings validate an extracted vendor number.

Validate From ASE

Indicates whether an extracted vendor ID is validated against a database locator or the Vendor Extract. For the best results, select this setting.

Check Condition Vendors

If selected, an alternate vendor ID is allowed for a purchase order-based invoice if it matches a vendor held within a condition record. For example, planned freight behind a purchase order line.

This setting is relevant for installations involving SAP.

Alpha Num Site Separator

The special character used to separate a vendor ID and site ID in the unique ID column in the database referenced by the database locator.

Ignore PO Vendor

If selected, the system always uses the vendor determined by the system, rather than defaulting to the remit-to vendor set on the purchase order. If selected, it is no longer necessary for the purchase order vendor to be found on the document for the purchase order to be set to valid. Instead, both values are obtained and validated independently of one another. However, an otherwise invalid vendor can be set to valid if it is corroborated by the vendor on the purchase order.

Therefore, the invalid reasons for PO VENDOR <> INVOICE VENDOR and THIRD PARTY FREIGHT no longer apply.

Use ASE If PO Vendor Invalid

If selected, the system evaluates the vendor extracted by the system, if none of the vendors on the purchase order can be validated against the document.

If the system extracted vendor can be validated, this is displayed in the vendor ID field, and the invalid reason will automatically be set to PO VENDOR <> INVOICE VENDOR. If the system determined vendor cannot be validated, it is displayed in the field, but is set to invalid. The content of the invalid reason field does not change.

This parameter only takes effect if Ignore PO Vendor is cleared.

Always Use PO Vendor SiteID

If selected, the system sets the site ID during automatic extraction based on the site ID on the purchase order header.

Default Country

If no country column is available in the vendor extract used by the Vendor From ASE field or the value in the country column is blank, a default country for all vendors can be specified here.

This should be a two-character ISO-code, such as United States = US, United Kingdom = GB, or Germany = DE.

Use Bill To Based Vendor Extraction

If selected and a bill-to name field is found on the invoice, the system dynamically modifies the search area for the invoice vendor to include the following areas.

  • The area of the first page of the document above where the bill-to name is detected.

  • The bottom ten percent of the first page of the document.

Refine Vendor Extraction

If selected, the system manipulates the weights of the vendor alternatives. It adds additional confidence if the vendor name, the vendor street address, the vendor zip code, the vendor VAT registration number and the vendor SIRET ID can be found on the document.

Invoice Processing Agility increases the weights of the database locator that extracts the vendor as follows.

  • For Zip only = +10%

  • For Zip + Vendor Name = +20%

  • For Zip + VAT Reg = +20%

  • For Zip + Street Name = +20%

  • For Zip + Street Name + Vendor Name = +30%

  • For Zip + Street Name + VAT Reg = +30%

  • For Zip + Street Name + VAT Reg = +30%

  • For Zip + Street Name + VAT Reg + Vendor Name = +40%

For French vendors, an additional 20% is added to any of the above if the SIRET ID is found on the document, or a unique vendor identifier.

Check for Alternate Payees

If selected, this activates the alternate payee functionality for the corresponding profile ID.

Check Vendor Name for NO-PO

If selected, the system does not allow a vendor ID to validate automatically unless either the vendor name or the vendor VAT registration number is found on the document. This applies to all documents except purchase order invoices where a valid purchase is found and Ignore PO Vendor is cleared.