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Sometimes, vendors can be more reliably detected if you accumulate and use a data set of possible vendors. Such a data set will also allow users to specify custom expense types for certain vendors. For example, if company employees usually buy office supplies and stationery from a particular vendor, you can specify “Office Supplies” as the expense type for this vendor. Now for all captured receipts from this vendor, the expense type will be automatically changed to “Office Supplies.”

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Set up the vendor data set

The fields and rules for data set checks are disabled by default. To enable them, complete the following steps.
1

Enable the data set fields

In the Document Definition Editor, enable the following fields by clicking Show on verification on the General tab of the field properties dialog box: VendorID_Dataset, VendorName_Dataset, VendorExpenseType_Dataset, and FinalExpenseType.
2

Enable the data set rules

In the Document Definition Properties dialog box, enable the following rules: Vendor Database Check, Copy Expense Type, and Copy Company Name.
3

Add a database lookup button

To look up vendors during verification, add a button onto the data form:
1

Insert a button

Right-click the form and select Insert Button on the shortcut menu, or click Form → Insert Control → Button.
2

Set the button to a database lookup

In the dialog box that opens, click the Format tab, specify Database Lookup as the type of action, and then select the Vendor Database Check rule.
4

Save and publish the Document Definition

Save and publish your Document Definition.
The names of vendors are automatically added to the data set each time the program detects a new name on a receipt. As your data set of vendors grows, the program can detect vendors more reliably.

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Edit and look up vendors

To edit the vendor data set or find a particular vendor during verification:
1

Open the data set from the data form

Click the button that you added onto the data form.
2

Choose an action

Click the Edit record, Add record, Reset data, or Select button, depending on the action you want to perform.
When adding or editing a record, you can specify an expense type typical of the given vendor. Next time a user captures a receipt from this vendor, this expense type appears in the Expense type (Final) field. For more information, see Looking up vendors and business units in the database.