Supplier identification information in the process log: Overview

Knowing what supplier information has been found for an invoice in connection with master data can help ensure that it is connected with the correct invoice definition.

Supplier identification information can be included/excluded in the process log for invoices to help you know if/how the supplier for the invoice was identified.

The process log contains entries like these depending on the results of the identification:

  • Found Name (at least 10 characters) for SupplierID = xxxxx  -   (displayed if a match was found in the name column in the master data for the supplier with ID xxxxx)
  • Found Postal Code:<value>, City: <name of city>, Po box: <value> for SupplierID = <xxxxx> -  (in this case, matches for three columns in the master data for the supplier with ID xxxxx were found)
  • Found Phone Number for SupplierID = xxxxx  -  (a match for the phone number was found in the master data for supplier with ID xxxxx)
  • Identified as definition = yyyy (SupplierID = xxxxx) - (the invoice was identified with a definition (yyyy) that had the supplier (xxxxx) connected to it)
  • Found Bank Account for SupplierID = xxxxx -  (the bank account for the supplier with ID xxxxx was found in the master data)
  • Found VAT registration number for SupplierID = xxxxx  -  (the VAT registration number for the supplier with ID xxxxx was found in the master data)
  • Found VATReg and Postal Code for SupplierID = xxxxx  -  (the VATReg and postal code for the supplier with ID xxxxx was found in the master data)
  • X supplier(s) suppressed for being similar to buyers.
  • Acme Inc (EF5439964A) - Found Phone number: 1-414-555-1212, Fax number: 1-414-555-1201
  • Found Street and City (spatial analysis) for SupplierID = xxxxx

For each of these results, the supplier is matched with varying degrees of accuracy depending on what was used to identify it. In the last example above, for example, the match was established by street and city only which may not establish an exact match if multiple suppliers happen to be located on the same street in a certain city.

Process log example where no supplier has been found

Information as seen in the Process log for an invoice for which no supplier was found in the master data:

  • Interpret    2012-12-05 09:11:17   administrator   Interpreted
    • Supplier not identified
  • Interpret    2012-12-05 09:11:17   administrator   Interpreted

Process log example in which supplier identification information has been found for multiple suppliers

Information as seen in the Process log for an XML invoice:

  • Interpret    2013-06-20 08:54:27    administrator    Interpreted
    • No matching invoice definition
    • Found Bank account: 221-1555 for SupplierID = 58
    • ...1 more supplier(s) found.
    • Supplier not identified.
  • Interpret    2013-06-20 08:54:27    administrator    Interpreted

What does this mean?

  • The invoice could not be matched with an existing invoice definition.
  • Two supplier candidates were found in the master data for the bank account and supplier ID. Up to three additional suppliers can be listed here.
  • Because an exact match could not be established, the supplier could not be identified.

Process log example where a unique supplier was not found

  • Interpret   2013-05-19 13:29:00   administrator   Interpreted
    • No matching invoice definition
    • Found Postal code: 53204, City: Milwaukee, Po box: 36450 for SupplierID = 540
  • Interpret   2013-05-19 13:29:00   administrator   Interpreted

What does this mean?

  • The invoice could not be matched with an existing invoice definition.
  • A postal code, city, and PO box was found in connection with a specific supplier ID.