Invoice Capture Vendor-Mapping Logic

Audience: Accounting Manager

Summary: This article explains how invoice capture selects the correct vendor profile. The process follows a step-by-step decision path.

Relevant Invoice Capture Data

When an invoice goes through capture, the system will log as much data as possible, but the elements that are most important for the purpose of determining vendor are:

• Vendor name
• Account Number (the client's account number on file with that vendor, in other words, the account number a vendor assigns to the client)

For instance, a utility bill might return values such as:

• Eversource
• 1234567-8

Vendor Routing Logic

After invoice capture parses a bill, we attempt to route the vendor as follows

Note: If you have multiple MineralTree companies, this logic is specific to the data associated with that MineralTree company.

Step 1: Customer account number

• Did invoice capture find a customer account number?
  • Yes: Is there exactly one active vendor with that customer account number?
    • If yes → Bill is assigned to that vendor. (Vendor identified by account number—vendor linked automatically)
    • If no → Having two active vendors with the same account number blocks vendor mapping by account number. Proceed to Step 2.
  • No: Proceed to Step 2.

Step 2: Vendor name

• Did invoice capture find a vendor name?
  • No: Vendor name will be blank. An Accounting Manager must link it to an existing vendor profile. (No vendor name or account number found—vendor to be linked manually)
  • Yes: Proceed to Step 3.

Step 3: Exact vendor name match

• Does the captured vendor name exactly match a unique, active vendor name?
  • Yes: Bill is assigned to that vendor. (Vendor identified by exact name match and vendor linked automatically)
  • No: Proceed to Step 4.

Step 4: Vendor alias

• Has the captured vendor name been mapped to a vendor before?
  • Yes: Bill is assigned to that vendor. (Vendor identified via alias match and vendor linked automatically)
  • No: Vendor name will display (based on what was on the document) but will not link to an existing vendor profile. An Accounting Manager must link it manually. (New vendor alias found and vendor to be linked manually)

Note: If you have multiple bills that resolve with the outcome “New vendor alias found” and they all have the same captured vendor name, then linking one of these to the correct vendor profile will link all of them to that profile.

For example: 

1. A company submits 10 invoices for capture with “Google” as the vendor on the invoice document.
2. All 10 capture with the vendor name “Google.”
3. An Accounting Manager assigns one of those bills to your ERP vendor “Google, Inc.”
4. The other 9 invoices are automatically assigned to “Google, Inc.”
5. Moving forward, any invoices captured with “Google” will link automatically to “Google, Inc.” via the unique vendor ID in your ERP.

Important: If the wrong alias is associated with a vendor, please contact Customer Support to have the alias reset:

• Phone: 855‑672‑9669
• Email: mtsupport@mineraltree.com