› Settings menu › Invoice Processing › Capture Profiles › PO Number Settings tabs › PO Number Validation tab

PO Number Validation tab

These setting control the purchase order number validation. It also controls how service purchase orders are identified. Depending on what settings are selected, different settings are available. Each setting below indicates if it is available under certain circumstances only.

Any changes made to these settings are applied to new documents only. Documents that are already in-progress use the settings that were in-place when their processing began.

The following column settings are available.

Max Word Count

The maximum number of OCR words that are permitted for the purchase order number.

The value for this setting is set to 3 by default. This is the recommended value.

For example, 45 0000 0020 and 12345 - OP are both purchase order number alternatives, where each value separated by a space is also recognized as an individual OCR word. A hyphen is considered a separate OCR word, regardless of the geometric distance to neighboring values on either side.

Strip Prefixes

Select a value from the following list to define how prefixes such as PO are stripped from the purchase order number.

  • Never.

    Select this value to ensure that no prefixes are stripped from the purchase order number. This means that the extracted value will include any prefixes.

  • Always.

    Select this value to strip the a prefix from the purchase order number. A list of prefixes is provided in the PO Prefixes setting.

  • Only when in different word.

    Select this value to strip prefixes if a space is displayed after that prefix, but before the purchase order number. This ensures that this prefix is not extracted as part of the purchase order number. A list of prefixes is provided in the PO Prefixes setting.

PO Prefixes

A comma-separated list of possible purchase order number prefixes. This list is pre-populated with a list of common prefixes. Add additional entries as needed.

This setting is available when the Strip Prefixes setting is set to a value other than Never.

Set Company Code From PO

If selected, the system overwrites any existing content in the company code field with the company code that is derived from the purchase order.

This setting is disabled if the PO Key setting is set to a value that includes a Company Code.

This setting is selected by default.

Keep Case Sensitive

If selected, the system retains lower case characters in extracted purchase order numbers.

This setting is cleared by default.

Validate From

This setting is not available in the Kofax hosted multi-tenant Azure environment.

Select a value from the list that determines how purchase order numbers are validated.

  • None.

    No additional validation for the purchase order data is applied.

  • ERP Connector Master Data.

    If selected, the extracted purchase order data is validated against the AP Agility database using static table mappings.

    Select this value when the organization is using an ERP connector and that ERP connector does not support live access to PO data.

  • ERP Connector Live Access.

    If selected, the purchase order data is loaded on-demand, using a predefined business rule via the ERP connector.

    Select this value when the organization is using an ERP connector and that ERP connector supports live access to PO data.

  • Custom Database.

    If selected, the extracted purchase order data is validated against a specified database table. Also, the vendor identified on the invoice must be the vendor on the purchase order. In an Oracle implementation, the invoice site ID address does not have to be the same as the vendor site ID.

    In all other cases, the purchase order number field is set to invalid.

  • Custom Business Rule.

    If selected, the purchase order data is validated against a custom business rule that is specified in the Business Rule setting.

  • SAP ECC.

    If selected, the purchase order data is validated against SAP ECC during the Validation activity.

  • User Exit.

    If selected, the purchase order header details are found using a custom lookup using the ReadPurchaseOrder user exit.

Business Rule

Enter the ID or the name of a business rule that is used to validate the purchase order number.

This setting is available when the Validate From setting is set to Custom Business Rule.

Use Stored Procedure

If selected, the purchase order header details are retrieved from a database using a stored procedure.

This setting is available only when the Validate From setting is set to Custom Database.

This setting is cleared by default.

Stored Procedure Name

The technical name of the stored procedure used to retrieve the purchase order header details.

This setting is available only when the Validate From is set to Custom Database and the Use Stored Procedure setting is selected above.

Stored Procedure Parameters

A comma-separated list of stored procedure parameter indexes from defined stored procedure settings relevant to calling the above stored procedure.

This setting is available only when the Validate From is set to Custom Database and the Use Stored Procedure setting is selected above.

Database Connection Name

The database connection that specifies the purchase order database connection string

This setting is available only when the Validate From setting is set to Custom Database.

DB Schema

Enter the name of a schema to filter the list of database tables available for the selected Database Connection Name.

If this field is left blank, all database tables that you have permission to access, are displayed.

This setting is available only when the Validate From setting is set to Custom Database.

DB Table Name

Select the name of the database table that contains the purchase order header information. The list is populated based on the selected Database Connection Name and if used, the specified schema. If the selected table has columns that match the settings below, they are populated automatically.

This setting is available only when the Validate From setting is set to Custom Database.

Use PO Partition

If selected, the purchase order database lookup uses a purchase order partition. Purchase order partitions are set against the organization that is configured in Settings > Organizations.

This setting is available only when the Validate From setting is set to Custom Database.

This setting is cleared by default.

PO Partition Column

The purchase order Partition ID as specified in the Settings > Invoice Processing > Global Settings > Partition Settings > PO Number Partition tab.

This setting is available only when the Validate From is set to Custom Database and the Use Stored Procedure setting is selected above.

DB PO

The name of the database table field that holds the purchase order number.

This setting is available only when the Validate From setting is set to Custom Database.

DB Vendor ID

The name of the database table field that holds the vendor ID for a given purchase order. This setting is mandatory for database validation.

This must be set to the internal vendor ID that the ERP system uses.

This setting is available only when the Validate From setting is set to Custom Database.

DB Site ID

The name of the database table column that holds the purchase order document currency. This setting is optional.

This setting is available only when the Validate From setting is set to Custom Database.

DB Currency

The name of the database table column that holds the purchase order document currency. This setting is optional.

This setting is available only when the Validate From setting is set to Custom Database.

DB Company Code

The name of the database table column that holds the company code of the purchase order.

This setting is available only when the Validate From setting is set to Custom Database.

DB Status

The name of the database table column that holds the status of the purchase order. For example, released, suspended, closed and so on.

This setting is available only when the Validate From setting is set to Custom Database.

DB Doc Type

The name of the database table column that holds the purchase order document type.

This is mandatory for JD Edwards purchase orders only.

This setting is available only when the Validate From setting is set to Custom Database.

DB Business Unit

The name of the database table column that holds the business unit.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address Name

The name of the database table column that holds the vendor address name.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address Street

The name of the database table column that holds the street name of the vendor address.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address City

The name of the database table column that holds the city name of the vendor address.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address Zip

The name of the database table column that holds the zip code of the vendor address.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address State

The name of the database table column that holds the state of the vendor address.

This setting is available only when the Validate From setting is set to Custom Database.

DB Address Country

The name of the database table column that holds the country of the vendor address.

This setting is available only when the Validate From setting is set to Custom Database.

PO Key

Select a purchase order key from the list in the format that is displayed in the purchase order header database.

  • PO Number only

  • PO Number and Company Code (generic)

  • JD Edwards PO Number + PO Extension + Company Code

  • PeopleSoft PO Number + Company Code

  • PeopleSoft PO Number + PO Extension

If you select an entry that contains Company Code, the Set Company Code From PO setting above is disabled and cleared automatically.

Service PO Types

The comma-separated list of purchase order document types that indicate a service purchase order.

The value for this setting is set to blank by default.

Service PO Item Categories

The comma-separated list of item categories and line types at the purchase order line item level that indicate a service.

The value for this setting is set to 1,9 by default.

Service PO Prefixes

The comma-separated list of purchase order prefixes that exclusively identify a service purchase order.

The value for this setting is set to blank by default.

Service PO UOMs

The comma-separated list of units of measure at the purchase order line item level, that exclusively identify a service purchase order.

The value for this setting is set to AU,LE by default.

Stop ERS PO

If selected, the system sends a purchase order to the Validation activity for all ERS/self-billing purchase orders.

This setting is selected by default.

Stop ERS PO in Validation

If selected, the system does not allow a purchase order to pass the Validation activity if it is marked as an ERS/self-billing purchase order.

This setting is selected by default.

Skip Duplicate PO Check

If a database lookup is activated and the purchase order number exists more than once in the purchase order header table, a document is sent to the Validation activity. The user may choose to accept the purchase order in the Validation activity, but line pairing is not carried out.

If selected, the system does not reject a purchase order if a duplicate record is found in the purchase order number header table. Instead, the system uses the first purchase order found, and line pairing is carried out as usual.

This setting is cleared by default.

The following buttons are available at the bottom of the window.

Save

Saves your changes and the window is closed.

Reload

Deletes any unsaved changes and resets the field values back to the last saved settings.