Supplier Matching with Invoice Express

Supplier Matching with Invoice Express

How it works 


If you use Invoice Express, the first part of the process is to match the supplier correctly. This is really important. It works like this

1. What email address has received the invoice - this matches the Business Unit 
2. What email address has sent the email - is it the suppliers, your own (forwarded) or even a generic one from say Xero
3. A match of the email address is attempted - having excluded email addresses populated is essential 
4. If we can't match on the email address we will look at the OCR results from our provider -  what do they think it is? They will often look up the supplier in Companies House (or international equivalents) and provide the exact name - this could differ from yours own name in Zahara - we attempt a Fuzzy match 
5. If we cant get a match here, we will state it as unknown. 

So what can go wrong?

Auto-email address saving 
We have tried to be helpful and save email addresses against supplier records as you process invoices. Unfortunately this back-fires spectacularly if the email address is wrong! With the new Zahara 3 Inbox, there is a tick box to save / not save the email address which makes life easier. However, it could be your supplier records have incorrect email addresses in them. If this is the case, check the record and delete any rogue addresses. 

Exclude Email Addresses aren't set correctly
If you are using email forwarding, you need to add your email address into the exclude email box in Business > Settings > Email as shown below. Multiple email addresses can be added using a semi colon as a separator - ;



Email failed - but the supplier name doesn't match 
Lets say for some reason we simply cant get a match on the email address - perhaps the email is encrypted and there is no text in the email to read. We are now relying on the supplier name from the OCR results. Is it exact? Do you have the exactly legal name correct? If you do, we should match it. If not you can check what we have populated in the SmartName field of the supplier record. You can then change the supplier name to this value.


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