Documentation/ Reading correction rules/ Correcting the supplier's identity
Correcting the supplier's identity
The same supplier arrives under different names or with a misread tax number, and each variant creates a new record in the master. This rule fixes the correct name and tax number from text that appears in the document.
Document › header › the supplier block › Correct supplier
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Symptoms in the documents
- Several records for the same supplier in the master, under similar names.
- Documents where the supplier is your own company. This happens when the document does not clearly identify the issuer.
- A different digit in the tax number, which prevents the document being matched with the rest.
How the rule works
The rule holds a list of identifying text that appears on that supplier's documents: the legal name, the trading name, the tax number, an email address or a web address. When one of those appears in the document, the correct name and tax number are saved.
The search ignores upper and lower case and works even where the name is split across two lines. One match is enough.
Rule you can create from the application
This rule is created from the screen, with Correct supplier. On saving, the application checks three conditions: that the text exists in the document, that it is not a common word and that it is at least four letters long.
The identifying text has to be long and exclusive to that supplier. A surname, a short word or a generic invoicing phrase will match other issuers' documents and cause incorrect assignments.
A rule created from the screen affects your company only and can be undone in the same dialog where it is created.
Data the rule does not change
The rule does not overwrite a supplier corrected by hand. A correction made by a person takes priority over the rule.
Documents the rule applies to
The rule applies to documents processed after it is switched on. It can also be run over documents already loaded; that run is requested together with the rule. Figures corrected by hand are not changed.
Merging duplicate supplier records
The rule stops new records being created, but it does not merge the duplicate records that already exist. Merging is a separate operation and is best done the same day.
Duplicate records are merged in the supplier master:
Database › Supplier master › tick two or more › Merge
- 01Find the records. Search on the first letters of the name: the records for the same supplier appear together.
- 02Tick them and press Merge. The first screen lists them and allows any that do not belong to be taken out.
- 03Pick the master record and confirm. The documents from the other records move to the master record and those records are removed.
The full procedure is in Merging duplicate suppliers.
The correct order is to switch the rule on first and merge afterwards. In the reverse order, duplicate records appear again with the following documents.
How to request a correction rule
Where the error affects several companies, or the identifying text is hard to pin down, support configures the rule.
Rules are created by talking to Dijit IA. Two things are needed:
- The reference of a document where the error shows, the number in the list's ID column. The rule is built from that document, which has to belong to your company and have its supplier identified.
- The wrong figure and the right one, stating the line and the field. A precise description saves the back and forth: "the quantity is saved as 0 on every line and should be taken from the units column" works; "it does not read it properly" does not.
Dijit IA creates the rule for your company and says in the conversation what it has done. A document belonging to another company on the account cannot be used to create one.
Afterwards, check the result on that supplier's next documents. A rule that cannot find the figure leaves the document unchanged, so the risk is not that it fails: it is that it gets something wrong.