Documentation/ Checking the document header/ Correcting the supplier
Correcting a document's supplier
Correct supplier sets a lasting rule for identifying the issuer. It puts the document in front of you right and applies to that supplier's later documents.
On this page
When to use it
The system takes the issuer's details off the document itself. That can come out incomplete when those details sit down one side, in a footer, or printed badly. The result is documents with no supplier, or with the wrong one.
Correcting the field on the document settles that one record. What is described here acts on how the supplier is identified, so that their later documents are filed properly from the moment they are processed.
| What you see | What it is | How to settle it |
|---|---|---|
| A document with no supplier, or a name and tax number that do not belong to it | The issuer's details were not found on the document | Correct supplier, case 1 |
| Your own company is in the supplier field | The system has not told issuer and recipient apart | Register the company under Clients / Companies |
Where it is
Document › General tab › the supplier block › Correct supplier button
Open the document and go to the General tab. Above the supplier block, over on the right, is the Correct supplier button. Press it and a dialog opens where you pick which case applies.
It is available on purchase documents: purchase invoices, expense invoices and delivery notes.
The fields it needs
Choose the supplier's details are incomplete or unreadable. The form asks for three things, all required:
| Field | What goes in it | Rule |
|---|---|---|
| Supplier's registered name | The name the issuer should be filed under. | Required |
| Supplier's tax number | The issuer's correct tax reference. | Required |
| Text 1 and Text 2 | Two pieces of text on the document that identify this supplier. | Required, at least 4 characters each |
Correct and apply stays greyed out until all of that is satisfied.
The identifying texts
Those two texts are how the supplier will be recognised on future documents. They have to do two things:
- Appear on the document word for word, with the same accents and capitals.
- Belong to that issuer and not be generic.
| Good choices | Bad choices |
|---|---|
| A brand or the name they are usually known by | INVOICE, DELIVERY NOTE, TOTAL |
| The supplier's email address | NET AMOUNT, VAT |
| A phone number or web address printed on the document | Anything that also appears on other issuers' documents |
Type the texts with the document in front of you. A transcription that does not match what is printed stops the recognition working.
What you get
Once it is applied, the dialog shows the change in two lines, before and after, with the name and the tax number in each, and a note that the correction will apply to that supplier's future documents too.
So it does two things: the document in front of you is corrected, and the rule for identifying that issuer is recorded.
Undoing it
On the result screen, next to Done, there is Undo. It puts the document back as it was and withdraws the correction.
Use it if you got the tax number wrong or picked the wrong supplier: better to undo and do it again than to leave a wrong rule being applied to everything that arrives.
When issuer and recipient are muddled
The dialog's second option, the system is confusing the supplier with the customer, does not create a supplier rule. The dialog says so and offers you the way to the right screen.
That situation happens when the system does not have the details that identify your own company on the document. The way out is to register your company, or your companies, under Clients / Companies. From then on, the recipient is identified properly.
Going to Clients / Companies from this dialog closes the window, and the system warns you that unsaved changes to the document will be lost. Save first.
How far it reaches
| In time | It applies to documents processed from then on. Documents already there are not changed. |
| What it leans on | Recognition rests on the texts you gave. If the issuer changes their layout and those texts go, the rule stops working. |
| What it touches | The issuer's identity: name and tax number. It does not affect the lines, the amounts or the nominal coding. |
| What it does not do | It does not correct the recipient's identity. |