If a vendor or a business unit was not detected automatically when an invoice was recognized, you can select one from the database. There are two ways to do this:
Begin typing the desired value in one of the fields of the group
A list of suggestions will be displayed. Any records that match the text you typed will be displayed in bold.
When you see the desired record, select it from the list by clicking it or choose it using the arrow keys (press Enter to confirm your choice).
Fields from the record will be inserted into the corresponding fields of the group on the form.
If you cannot find the desired record in the list of suggestions, click Vendor (Business Unit) is not found or press Ctrl+Del to clear all of the fields in the group.
Click the Find... button in the form
The Lookup for Vendor (Business Unit) dialog box will open. This dialog box can be used to search for entries in the database.
Begin typing in the search box. Suggestions will be displayed in the list on the right, and any matches will be displayed in boldface. All of the fields of the selected record will be displayed on the left.
Select the desired record using the mouse or arrow keys and click the Select button. The fields from the record will be inserted into the fields of the group on the form.
If you cannot find the desired entry in the dialog box, click the Reset Data button to clear all the fields in the group.
Modifying vendor and business unit records and adding new ones
Important! This feature must be enabled by the Administrator.
The Vendor and Business Unit groups of fields contain the main fields. The program needs to detect these fields before it can locate and capture all other data.
Information from your data sets is used to find these fields on the invoice. (A data set is a local copy of a table from an external database that stores information about vendors or business units. A data set may be periodically updated to synchronize it with its external database.)
If a record for a vendor or business unit could not be found in the data set, it should be created manually.
Should any vendor details (such as the address of a vendor) change, the vendor's record in the data set should be modified accordingly.
Note: If the program fails to detect vendor and business unit fields using your data sets, it will use neural networks for field detection, unless neural networks are disabled in the program settings. For more details, see Detecting the main fields.
To add new records to a data set or edit existing ones, use the Data set viewing/editing dialog box or one of the methods described below.
How to add a new record to the local copy of the database
- Begin typing in the Id field from the Vendor or Business Unit group. The Vendor/Business Unit lookup dialog box will open.
- Click the Add Record... button.
- Specify the new record's data in the Add Record dialog box.
- Click OK to save the new record.
or
- Right-click a Vendor or Business Unit field and select Add Data Set Record... from the shortcut menu.
- Complete steps 2 - 4 above.
You can also open the lookup dialog box by clicking the Find... button on the Data Form.
The record will be added to the local copy of the database (but not to the external database). The fields will be highlighted in green. The Id field in the document form will contain the value UNKNOWN. This means that this record only exists in the local copy of the database and is not yet present in the external database.
The Exception status will be assigned to the invoice and all subsequent invoices from the same vendor.
Once the new record is added to the external database, the Id field in subsequent invoices will be filled in.
How to edit an existing record in the local copy of the database
- Begin changing the value of the Id field from the Vendor or Business Unit group. The Vendor/Business Unit lookup dialog box will open.
- Click the Edit Record... button.
- Make the desired changes.
- Save your changes.
or
- Right-click the desired field and click Edit Data Set Record... on the shortcut menu.
- Complete steps 2 - 4 above.
You can also open the lookup dialog box by clicking the Find... button on the Data Form.