Invoice Number Settings

These settings enable you to configure the formatting and validation settings available for the invoice number field. Several settings are displayed or hidden depending on the selected settings.

The following settings are available.

Remove Korean Invoice Number

If selected, the system blanks out any extracted invoice numbers for a Korean language document. (Default: Cleared)

Utility Bills

If you are processing utility bills, select one of the following values. (Default: Cleared)

• Extract

  If selected the invoice number remains mandatory just like any other invoice. The invoice number is either extracted from the document or entered manually by the Validation activity user.

• Skip

  If selected the invoice number is not mandatory for utility bills and can be left empty. Instead, the account number becomes mandatory and is used instead of the invoice number.

• Generate if not extracted

  If selected, both the invoice number and the account number are mandatory. However, if no invoice number is extracted then a value is generated based on the invoice date and the account number.

Utility Alias

This is a comma-separated list of values that identify a vendor as a utility vendor. This is compared against the UtilityFlag value found in the vendor database.

Accept Two Characters

If selected, the system does not automatically set a two-character invoice number to invalid on the server side. (Default: Selected)

If cleared, an extracted invoice number that is two characters or less is automatically marked as invalid, and the document is sent to the Validation activity for confirmation.

Validate From DB

This indicates if the invoice number is validated against previous invoice numbers from the same vendor.

Although it is possible to activate validation from a database in an Azure cloud environment, the settings for configuring a database connection and its tables are predefined and not visible in when using Azure.

Database Connection Name

Select the database connection name that specifies the invoice number history 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 invoice number history database table. 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 Vendor Partition

If selected, a partition is used for the invoice number history check.

This functionality mirrors the vendor partition functionality. It is possible to hold all invoice number history data within a single database table, then use partitions to ensure segregation of organization-specific data.

For example, in an Kofax AP Agility project, there are three organizations; Org A, Org B, and Org C. Vendor partitions are used. Org A & B use vendor partition 1, and Org C uses vendor partition 2.

A single invoice number history pooled between all organizations may be used.

As a result, if this setting is selected, the system uses the vendor partition ID specified in the Settings > Organizations . Also, if the invoice number history table is updated during export, the system updates the table that inserts the relevant vendor partition ID into the column that represents the partition. This is specified using the Partition Column setting below.

If this setting is selected and no vendor partition is set in the Settings > Organizations, the system raises an error.

If an invoice number table with partitions is used, then all organizations pointing to that table must use the partition. If this is not the case, then during the invoice number history update, the system can erase history data that belongs to another organization if the vendor number is the same.

This setting is available only when Validate From DB is selected above.

Partition Column

Select the name of the column that contains the partition ID in the invoice number history lookup table. This setting is not mandatory if Use Vendor Partition is cleared.

If vendor partitions are used and this column is blank, the system raises an error message and sends the document to the Validation activity.

This setting is available only when Validate From DB and Use Vendor Partition are selected above.

Vendor ID

If a value for this field is not populated automatically, select the column in the database table that contains the vendor number.

This setting is mandatory.

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

Rec ID

If a value for this field is not populated automatically, select the column in the database table that contains the record ID.

This setting is mandatory if the invoice number history table is updated on export.

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

Invoice Number

If a value for this field is not populated automatically, select the column in the database table that holds the invoice number.

This setting is mandatory.

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

Document Type

If a value for this field is not populated automatically, select the column in the database table that represents a document type of either invoice or credit.

This setting is mandatory.

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

Invoice Alias

Enter the value in the document column of the invoice number history database table, that indicates an invoice.

This setting is mandatory. (Default: INVOICE)

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

Credit Alias

The value in the document column of the invoice number history table that indicates a credit memo.

This setting is mandatory. (Default: CREDIT)

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

Max Records

The maximum number of records that are considered when comparing an extracted invoice number to historic invoice numbers from the same vendor in the database. (Default: 20)

This means that each document type, such as INVOICE or CREDIT, can have a maximum of 20 records when using the default value.

A vendor billing system can use different number ranges for invoices and credit notes. This means that if the Max Records is set to 20 and the vendor submits invoice and credit memos, the maximum number of records that the system maintains in the invoice number history table is actually 40 records.

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

No Of Hits

The number of hits required to validate the extracted invoice number format with the invoice number history database table. (Default: 2)

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

Correct OCR Misreads

If selected, the system tries to repair two specific OCR issues if found in the extracted invoice number. (Default: Cleared)

For example, if the number "1" is extracted and it should be the letter "I." Also, if the number "0" is mistaken for the letter "O." No other OCR issues are handled.

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

Check Sequencing

If selected and the vendor supplies numeric invoice numbers, then when compared against the vendor history, the system does not consider prior invoice numbers if they are ahead by more than 100. (Default: Cleared)

This feature is available to add an additional validation layer to ensure that no old invoices are processed with an older Invoice Number than what is in the Invoice Number History. If selected, it means that an invoice cannot process straight through if it has an Invoice Number that is below the Sequencing Limit.

So, if 0500 is extracted as the Invoice Number, and the Invoice History table contains "0605," then the 0500 Invoice Number is marked as invalid because it is below the Sequencing Limit. If the Invoice Number is 0507, the value is valid.

For example, invoice number 1500 is read from an invoice. In the history table, invoice numbers 1598, 1599, 1600 and 1601 are present.

This logic does not apply to processing documents that have an Invoice Number that is more than the sequencing limit. This features focuses only on older invoices.

The sequence limit in the above example is set to 100 and is configurable in the Sequencing Limit parameter below.

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

Sequencing Limit

If no sequence limit is specified and the sequencing limit is set to zero, then the system uses the default sequencing limit of 100.

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

Update DB At Export

If selected, the system updates the invoice number history table with a record for the current document during document export. (Default: Cleared)

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

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.