Welcome > Settings menu > Invoice Processing > Capture Profiles > Vendor Settings

Vendor Settings

These settings validate an extracted vendor number.

Important 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 settings are available.

Validate From ASE

Indicates whether an extracted vendor ID is validated against a database locator or the Vendor Extract.

This setting is selected by default.

Check Condition Vendors

If selected, an alternate vendor ID is allowed for a purchase order-based invoice if it matches a vendor held within a condition record. For example, planned freight behind a purchase order line.

This setting is relevant for installations involving SAP.

This setting is cleared by default.

Alpha Num Site Separator

The special character used to separate a vendor ID and site ID in the unique ID column in the database referenced by the database locator.

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

Ignore PO Vendor

If selected, the system always uses the vendor determined by the system, rather than defaulting to the remit-to vendor set on the purchase order. If selected, it is no longer necessary for the purchase order vendor to be found on the document for the purchase order to be set to valid. Instead, both values are obtained and validated independently of one another. However, an otherwise invalid vendor can be set to valid if it is corroborated by the vendor on the purchase order.

Therefore, the invalid reasons for PO VENDOR <> INVOICE VENDOR and THIRD PARTY FREIGHT no longer apply.

This setting is cleared by default.

Use ASE If PO Vendor Invalid

If selected, the system evaluates the vendor extracted by the system, if none of the vendors on the purchase order can be validated against the document.

If the system extracted vendor can be validated, this is displayed in the vendor ID field, and the invalid reason will automatically be set to PO VENDOR <> INVOICE VENDOR. If the system determined vendor cannot be validated, it is displayed in the field, but is set to invalid. The content of the invalid reason field does not change.

This parameter only takes effect if Ignore PO Vendor is cleared.

This setting is selected by default.

Always Use PO Vendor SiteID

If selected, the system sets the site ID during automatic extraction based on the site ID on the purchase order header.

This setting is cleared by default.

Default Country

If no country column is available in the vendor extract used by the Vendor From ASE field or the value in the country column is blank, a default country for all vendors can be specified here.

This should be a two-character ISO-code, such as United States = US, United Kingdom = GB, or Germany = DE.

Use Bill To Based Vendor Extraction

If selected and a bill-to name field is found on the invoice, the system dynamically modifies the search area for the invoice vendor to include the following areas.

  • The area of the first page of the document above where the bill-to name is detected.

  • The bottom ten percent of the first page of the document.

This setting is cleared by default.

Refine Vendor Extraction

If selected, the system manipulates the weights of the vendor alternatives. It adds additional confidence if the vendor name, the vendor street address, the vendor zip code, the vendor VAT registration number and the vendor SIRET ID can be found on the document.

Kofax AP Agility increases the weights of the database locator that extracts the vendor as follows.

  • For Zip only = +10%

  • For Zip + Vendor Name = +20%

  • For Zip + VAT Reg = +20%

  • For Zip + Street Name = +20%

  • For Zip + Street Name + Vendor Name = +30%

  • For Zip + Street Name + VAT Reg = +30%

  • For Zip + Street Name + VAT Reg = +30%

  • For Zip + Street Name + VAT Reg + Vendor Name = +40%

For French vendors, an additional 20% is added to any of the above if the SIRET ID is found on the document, or a unique vendor identifier.

This setting is selected by default.

Check for Alternate Payees

If selected, this activates the alternate payee functionality for the corresponding profile ID.

This setting is cleared by default.

Check Vendor Name for Non-PO

If selected, the system does not allow a vendor ID to validate automatically unless either the vendor name or the vendor VAT registration number is found on the document. This applies to all documents except purchase order invoices where a valid purchase is found and Ignore PO Vendor is cleared.

This setting is cleared by default.

Utility Vendors

Enter a list of Vendor IDs that are considered utility vendors.

This list can be a comma-delimited list or you can press Enter between each Vendor IDs to place them on their own line, with no separator, in the text area.

If the Site ID field is enabled in the Settings > Invoice Processing > Capture Profiles > Field Settings, it is necessary to use the following syntax. <VendorID><Alpha Num Site Separator><SiteID>. For example, 19452-18.

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.