Looking up vendor information

If a vendor or a business unit was not detected automatically when an invoice was recognized, you can select one from the database.

To do this, 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. All similar entries will be displayed in the list below. All fields of the current record will appear on the right side of the dialog box.

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.

Editing current records and adding new records on vendors and recipients

Note:  This feature must be enabled by the Administrator.

To input invoices, you need the information on vendors and business units. The Vendor and Business unit field groups are mandatory. The system starts to automatically process (recognize) invoices from searching for vendors and business units.

To search for these fields on invoice images the information from your list of vendors and business units is used. This list represents a local copy of an external database. This copy is synchronized with the external database on an intermittent basis.

If you didn't manage to find records on the vendor and business unit in the local database copy, add them manually. This is required for fields to be automatically found on invoices.

If any data changes (for example, the vendor address), reflect these changes in the local database copy.

How to add a new record to a local database copy

  1. Click Find... in the data form to open the Lookup for Vendor (Business Unit) dialog box.
  2. Click Add Record
  3. Enter your data in the dialog box.
  4. Save the changes.
  5. Close the dialog box.

Your record will be added to the local database copy, fields will be highlighted in green. The Id field of the data form will show UNKNOWN. It means that this record exists only in the local database copy at the moment and is not stored in the external database.

The invoice will be assigned the Exception status. All the subsequent invoices of this vendor will have the same status.

As soon as the new vendor record is added to the external database, the Id field will be populated in all subsequent invoices.

How to edit an existing record of a local database copy

  1. Click Find... in the data form to open the Look Up Vendor (Business Unit) dialog box.
  2. Click Edit record
  3. Enter your data in the dialog box.
  4. Save the changes.
  5. Close the dialog box.

Note: If you are not using a vendor database, ABBYY FlexiCapture will use neural networks for field detection, unless neural networks are disabled in the program settings. For more information, see Detecting the main fields.

14.01.2021 14:17:19

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