Creating a variant

When verifying invoices using the Invoice Verify module, create variants when necessary – for example when the same supplier sends invoices with different layouts.

Example 1 – no variant needed

A supplier has one kind of invoice.

Set Supplier and Supplier number to values that you use in your financial system to identify this supplier. Example: Leaf Organs Corp, 26369842.

Either leave Description blank, or set it to something useful for DOCUMENTS users, such as Leaf Organs Corp.

The system will use one invoice definition for this supplier.

Example 2 – create a variant

A supplier has two kinds of invoices, and you always pay to the same supplier account.

Set Supplier and Supplier number to values that you use in your financial system to identify this supplier. Example: Leaf Organs Corp, 26369843.

Set Description to a different value for each kind of invoice. Example: Eastern Div. and Western Div.

The system will use two invoice definitions for this supplier.

Use this procedure during the verification process:

Specify the supplier, if the selected one is not correct.

If supplier number and description are not displayed, and you cannot change the supplier, see other instructions.

Select Invoice > Create variant.

(You can skip this step, if you wish. Any time you type a new description in the Description box, a new variant is saved.)

Type a description in the Description box. This is important because it is the only thing used to distinguish variants from each other.

When the invoice is ready to be approved, click Approve to save the new invoice definition, or variant, to the database.