The ability to automatically identify a document with its sender is a key factor to processing documents successfully and efficiently.
To facilitate this in Entrance 5.9, the information that is found on a document to identify it is now included in the process log by default to provide input on why documents are/are not identified properly.
It is also possible now to have Entrance change the identifiers automatically when the operator selects them in Verify. In this way, the document may not need to be sent to Optimize for manual optimization.
Entrance tries first to match each incoming document with an existing document definition. This is done using heuristics to reduce the number of document definitions that need to be checked. The results are then listed in the process log (if used):
If a document cannot be connected to a document definition, Interpret continues to search the document for sender information connected with master data if:
is selected in the dialog, and
Entrance's database contains a sender registry with sender fields to be found on the invoice.
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).
The way in which senders are identified is different for image based and XML invoices:
INVOICES takes all of the text in the document and compares it to the following fields in the sender registry to find a match. The fields are searched in this specific order:
VAT registration number (shown in the Senders dialog)
Tax number 1 (shown in the Senders dialog)
Tax number 2 (shown in the Senders dialog)
Bank account number (shown in the View sender dialog)
IBAN (shown in the View sender dialog)
Telephone number (shown in the View sender dialog)
Fax number (shown in the View sender dialog)
If an exact match is found using these fields, the sender is considered to have been identified, and the program stops searching.
If an exact match is not found using these fields, the program continues to look at the name and address fields. If a match is found for a single candidate, the sender is considered to have been identified. However, if an exact match is still not found using the additional information, the sender cannot be identified.
If multiple candidates are found, the search will only continue if the candidates are considered to be the same company. The set of candidates is then narrowed by successively intersecting matches found on Name, Address (combined field), Street, City, Postal code, and Bank code. When multiple candidates are found with the same name, one of them is selected as a match, but all matches are displayed in Verify for the operator to pick from.
When the sender is identified successfully:
The document is automatically connected to the correct document definition. If no definition is currently found in the system for the sender, a new one will be created in Verify.
If invoice sorting is used, the sender's country code is used to connect the document to the correct country profile.
The fields that are used to identify senders for documents can be specified in the [OcrSupplierIdentification] and [OcrSupplierBankIdentification] sections of eiglobal.ini. It is not possible to specify the order, however.
In some situations, receivers can be mistaken as senders on documents during identification (when one subsidiary from the same company documents another one, for example). Before a field from a sender is matched against the OCR data in a document, it is matched against the receiver data. If a match is found there, the field is not used to identify the document since it could be caused by receiver data being present on the invoice.
To help avoid this:
See the [OcrBuyerSuppression] section and CheckIfSupplierIsBuyer flag in the [OcrSupplierIdentification] section in INI file help for more information.
Sender data registry information is not used to identify senders for XML documents. XML documents are identified using the Sender ID. If it is not found, the program tries to find the sender using the Sender name, number, and description.
In addition to which fields are used, the order in which they are used can be specified in the [SupplierIdentification] section in eiglobal.ini. Buyer information can also be used for identification using the [BuyerIdentification] section in eiglobal.ini.
Troubleshooting sender identification
Sender identification flow chart: Certain matches from specific fields
Sender identification workflow: Uncertain matches from less specific fields