Field exceptions: Examples

Here are some examples of how to solve common problems by creating field exceptions.

The scenario

Buyer 1 and Buyer 2 are different service centers that belong to the same organization. Supplier X is used by both of them. The format of the purchase order numbers issued by Buyer 1 and Buyer 2 differs:

Buyer 2: Buy2-1234 ("Buy2-" is always used as the prefix, followed by four numerals)

In addition, Supplier X has two bank accounts and prints both account numbers on all invoices. However, Buyer 1 only requires the first bank account number and has no need for the second.

The current invoice profile used to process invoices from Supplier X is set up to:

Solution to problem 1: Differentiate between the two purchase order numbers

Change the format specification in the invoice profile for InvoiceOrderNumber to N(6). This means that the purchase order number contains exactly six numbers.
Create a field specification to handle the purchase order numbers from Buyer 2. Use these settings:
1. Field type – InvoiceOrderNumber
2. Format specification – X(9)
3. Prefix – Buy2-
Create a field rule to apply the above field specification to Buyer 2. Use these settings:
1. Buyer – Move Buyer 2 from the Available list to the Selected list.
2. Invoice type – PO
3. Field specifications – Place a check next to the newly-created field specification.

The result: When you run the invoice profile for Supplier X, INVOICES is better able to find and interpret the purchase order numbers. This reduces the Verify operator's work.

Solution to problem 2: Ignore the second bank account for Buyer 1

Leave the invoice profile as is to capture and process two bank account numbers.
Create a field specification to ignore the second bank account number for Buyer 1. Use these settings:
1. Field type – SupplierAccountNumber2
2. Activation – Inactive
Create a field rule to apply the above field specification to Buyer 1. Use these settings:
1. Buyer – Move Buyer 1 from the Available list to the Selected list.
2. Invoice type – PO
3. Field specifications – Place a check next to the new field specification.

The result: When you run the invoice profile for Supplier X, INVOICES captures the second bank account number for Buyer 2, but not for Buyer 1. The field is not displayed in Verify.