Field exceptions: Examples

Here are some examples of how to solve common problems by creating field exceptions.

The scenario

Buyer 1 and Buyer 2 are different service centers that belong to the same organization. Supplier X is used by both of them. The format of the purchase order numbers issued by Buyer 1 and Buyer 2 differs:

Buyer 1: 123456 (six numerals)

Buyer 2: Buy2-1234 ("Buy2-" is always used as the prefix, followed by four numerals)

  1. Capture purchase order numbers (InvoiceOrderNumber) using the format specification: X(6-9). This covers both of the above purchase order formats.

    Problem 1: The format specification is general so that it accommodates two different formats. As a result, sometimes other values on invoices also match this format and are incorrectly interpreted as being the purchase order number. This causes extra work for Verify operators.

  2. Capture two bank account numbers: SupplierAccountNumber1 and SupplierAccountNumber2.

    Those purchase order numbers are subsequently quoted on the invoices.

    In addition, Supplier X has two bank accounts and prints both account numbers on all invoices. However, Buyer 1 only requires the first bank account number and has no need for the second.

    The current invoice profile used to process invoices from Supplier X is set up to:

    Problem 2: This creates unnecessary work for Buyer 1, who does not need to capture and process this number.

Solution to problem 1: Differentiate between the two purchase order numbers

The result: When you run the invoice profile for Supplier X, Kofax ReadSoft Invoices is better able to find and interpret the purchase order numbers. This reduces the Verify operator's work.
  

  1. Change the format specification in the invoice profile for InvoiceOrderNumber to N(6). This means that the purchase order number contains exactly six numbers.
  2. Create a field specification to handle the purchase order numbers from Buyer 2. Use these settings:
    1. Field type – InvoiceOrderNumber
    2. Format specification – X(9)
    3. Prefix – Buy2-
  3. Create a field rule to apply the above field specification to Buyer 2. Use these settings:
    1. Buyer – Move Buyer 2 from the Available list to the Selected list.
    2. Invoice type – PO
    3. Field specifications – Place a check next to the newly-created field specification.

Solution to problem 2: Ignore the second bank account for Buyer 1

The result: When you run the invoice profile for Supplier X, Kofax ReadSoft Invoices captures the second bank account number for Buyer 2, but not for Buyer 1. The field is not displayed in Verify.

  1. Leave the invoice profile as is to capture and process two bank account numbers.
  2. Create a field specification to ignore the second bank account number for Buyer 1. Use these settings:
    1. Field type – SupplierAccountNumber2
    2. Activation – Inactive
  3. Create a field rule to apply the above field specification to Buyer 1. Use these settings:
    1. Buyer – Move Buyer 1 from the Available list to the Selected list.
    2. Invoice type – PO
    3. Field specifications – Place a check next to the new field specification.