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Look up a vendor or business unit

If a vendor or business unit was not detected automatically when an invoice was recognized, you can select one from the database. There are two ways to do this.

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Begin typing in a field of the group

A list of suggestions appears. Records that match the text you typed are shown in bold. When you see the record you want, select it from the list by clicking it or by using the arrow keys (press Enter to confirm your choice). Fields from the record are inserted into the corresponding fields of the group on the form. If you cannot find the record in the list of suggestions, click Vendor (Business Unit) is not found or press Ctrl+Del to clear all the fields in the group.

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Click Find in the form

The Lookup for Vendor (Business Unit) dialog box opens. Use it to search for entries in the database. Begin typing in the search box. Suggestions appear in the list on the right, and matches are shown in bold. All fields of the selected record are displayed on the left. Select the record using the mouse or arrow keys and click Select. The fields from the record are inserted into the fields of the group on the form. If you cannot find the entry in the dialog box, click Reset Data to clear all the fields in the group.

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Modifying vendor and business unit records and adding new ones

This feature must be enabled by the Administrator.
The Vendor and Business Unit groups of fields contain the main fields. The program must detect these fields before it can locate and capture all other data. Information from your data sets is used to find these fields on the invoice. (A data set is a local copy of a table from an external database that stores information about vendors or business units. A data set can be updated periodically to synchronize it with its external database.) If a record for a vendor or business unit could not be found in the data set, create it manually. If any vendor details change (such as a vendor’s address), modify the vendor’s record in the data set accordingly.
If the program fails to detect vendor and business unit fields using your data sets, it uses neural networks for field detection, unless neural networks are disabled in the program settings. For more information, see Detecting the main fields.
To add new records to a data set or edit existing ones, use the Data set viewing/editing dialog box or one of the methods described below.

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Add a new record to the local copy of the database

  1. Begin typing in the Id field of the Vendor or Business Unit group. The Vendor/Business Unit lookup dialog box opens.
  2. Click Add Record.
  3. Specify the new record’s data in the Add Record dialog box.
  4. Click OK to save the new record.
or
  1. Right-click a Vendor or Business Unit field and select Add Data Set Record from the shortcut menu.
  2. Complete steps 2–4 above.
You can also open the lookup dialog box by clicking Find on the data form. The record is added to the local copy of the database (but not to the external database). The fields are highlighted in green, and the Id field in the document form contains the value UNKNOWN — this means the record exists only in the local copy and is not yet in the external database. The Exception status is assigned to the invoice and to all subsequent invoices from the same vendor. Once the new record is added to the external database, the Id field in subsequent invoices is filled in.

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Edit an existing record in the local copy of the database

  1. Begin changing the value of the Id field in the Vendor or Business Unit group. The Vendor/Business Unit lookup dialog box opens.
  2. Click Edit Record.
  3. Make the changes.
  4. Save your changes.
or
  1. Right-click the field and select Edit Data Set Record from the shortcut menu.
  2. Complete steps 2–4 above.
You can also open the lookup dialog box by clicking Find on the data form.