Master data integrates Entrance with sender and receiver information from a financial system, opening the door to greater classification and identification possibilities. To use master data, you must import master data and specify that master data is to be used.
Note:
The SupplierNumber, CorporateGroupId, and Location fields are currently used as the identifiers needed to qualify a unique match with a sender in master data. Consequently, these fields must be included in the master data, and the master data must be imported before importing EHIX files with document definitions that include these fields (in order to be able to map them).
You have three main options when it comes to using master data in combination with definitions in Entrance:
Only master data (recommended if master data is available)
Document definition names come from the sender registry that was created by importing master data. When Entrance sees a document from a certain sender the first time, it tries to find sender data on the document and match it against the sender database. If a match is found, the definition for that document receives the name and ID of the matched sender. When you approve the document using Verify, the definition is created by Entrance.
If an unknown document shows up in Verify, you can only select senders from the sender registry. Likewise, if an unknown document definition shows up in Optimize, you can only select senders from the sender registry.
If the same sender has several document layouts, you can in Verify or Optimize create a definition for each layout. (The sender description must differ slightly.) The definitions are linked to the same sender record and have the same ID.
This scenario simplifies the creation of definitions, because minimal manual data entry is required to name them.
For this scenario, select both of the options in the dialog.
No master data (the only option if master data is unavailable)
You create the sender names and IDs manually. Those become the basis of a layout for that sender. If the same sender has several document layouts, a definition is created for each layout. The name or the sender description must differ slightly. In Optimize you must then specify appropriate, unique identifier fields that can be used to identify the definition.
In Verify you can, of course, create new definitions by writing new names. However, you cannot specify the identifiers; those can only be set in Optimize.
This scenario is appropriate when master data is not available, or when sender data is captured as normal fields on the document and passed to the target system, where the sender identity is determined.
For this scenario, do not select any of the options in the dialog.
Master data and manually created definition names (not recommended)
This is like the first scenario, except that in Optimize and Verify you can also enter new sender names. These names are not added to the master data but are only found in the definition name list.
This means you can choose the sender name from the sender list of the master data, or from the list of definitions, or create a new one.
This scenario is not well suited for any practical process. The distinction between a sender and a definition can become unclear, and the output to the target system relies on a clear strategy for naming definitions and providing unique IDs.
If possible, avoid using this scenario.
For this scenario, select only the first setting in the dialog.