› Help for Member administrator › Settings › Sending › Edit substitution rules for invoices from your business system

Edit substitution rules for invoices from your business system

Edit substitution rules for invoices from your business system, if required. When setting up the transfer of invoices from a business system to Kofax Invoice Portal, define how specific pieces of data must be handled.

For example, your business system creates a file to send to Kofax Invoice Portal. For some reason, the business system cannot add a Bankgiro account. You can alter the sending settings so that all your invoices being transferred and sent through Kofax Invoice Portal include the Bankgiro account number, which is retrieved from your Kofax Invoice Portal details. In this example, you set Supplier Bankgiro (Sweden) to Always.

  1. Under Settings > Sending, select the Click here link.

    The Substitution rules for invoices from your business system page appears.

  2. Go through the list of fields and select whether to replace the data in the files transferred from your business system through Kofax Invoice Portal.
    • Always: The data in the incoming file is always replaced by your data specified in Kofax Invoice Portal. If Kofax Invoice Portal does not have any data for a field, the data is removed from the inbound file.
    • If missing: If the inbound file has data for a field, no action is taken. If no data is available in the inbound file, the data from the Kofax Invoice Portal field is added.
    • Never: The data in the inbound file is never changed.
  3. Click Save.

Party Identifier

You can specify rules to substitute party identifiers for the Supplier and Buyer. For every party identifier, you can select to either add or replace it in Kofax Invoice Portal

Endpoint ID

You can substitute (add or replace) the Supplier and Buyer endpoint IDs. This is useful when an organization has multiple entities under one umbrella and you want to send all invoices to one entity (for example, the main office). The endpoint ID here serves as an identifier for this entity.

Unit translations

When setting up the units of measurement for your invoices imported to Kofax Invoice Portal, in Unit translation, you can replace the original value with the appropriate unit value. For example, for the business reasons, you may need to replace the STK unit for an item ("styck" means "piece" in Norwegian) with EA (according to the UN/ECE codelist).