Invoice Capture Vendor-mapping Logic

Audience: Accounting Manager

Summary: This article reviews how invoice capture selects the appropriate vendor profile and the logic behind it. 

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

For instance, a utility bill might return respective values of:

• Eversource
• 1234567-8

Vendor Routing Logic

After invoice capture parses a bill, we will attempt to route the vendor as follows. (Please note that if you have multiple MineralTree companies, this logic is specific to the data associated with that MineralTree company.)

1. Did invoice capture find an account number?
   • Is there exactly active one vendor with that (customer) account number? Note: this means that having two active vendors with the same account number will block vendor mapping by account number)
     
   • IF NO: Proceed to step 2.
   • IF YES: Assign the bill to that vendor - done! (Vendor identified by account number)
2. Did invoice capture find a vendor name?
   • IF NO: Vendor name will be blank. An accounting manager user will need to link it to an existing vendor profile- done! (No vendor name or account number found)
     
   • IF YES: Proceed to step 3.
3. Has the captured vendor name been mapped to a vendor before?
   • IF NO: Vendor name will display (based on what was on the document), but won't link to an existing vendor profile. An accounting manager user will need to link it to a vendor - done! (New vendor alias established)
   • IF YES: Assign the bill to that vendor - done! (Vendor identified via alias)

Note: If you have multiple bills which resolved via the outcome "New vendor alias found" and they all had the same captured vendor name, then linking one of these to the correct vendor profile will link all of them to the correct vendor 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 user assigns one of those bills to your vendor as it appears in your ERP, "Google, Inc"
4. The other 9 bills will automatically be assigned to the vendor "Google, Inc" 
5. This process associates these invoices moving forward with the unique vendor ID in your ERP. This means moving forward, any further invoices which are captured for this vendor will link automatically