The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
When Smartscan processes the invoice, it first tries to recognize the vendor. Recognizing a vendor is done on the basis of identifying fields. The identifying fields are the IBAN number, the VAT number or the Chamber of Commerce number. If at least one of these numbers is found and gives a unique result, the vendor can be determined. The AP Automation Master Data contains the values of the identifying fields for each vendor. It is therefore necessary for good vendor recognition that the vendor master data in the ERP system is as complete as possible.
Vendor is not recognized
Some vendors cannot be found based on these identifying fields. This will mainly occur with vendors outside of the European Union. These vendors can be searched for another unique ID. This unique feature can be added yourself, so that the vendor can be immediately identified on a subsequent invoice from this vendor.
Add unique feature
Open the relevant invoice, indicate by coding which vendor it concerns and click on the icon of the learning tool.
The message 'Unable to determine' appears in the learning tool. The fields of the found values are empty and the master data fields are filled with the values of the vendor entered during coding. To determine the vendor, at least one of the 'Found Values' should be equal to one of the associated values from the Master Data.
Therefore, it is needed to look for another unique ID, on the basis of which it can be determined which vendor it concerns. Click in the Unique ID field and then look for a unique ID of this vendor in the invoice. In this example the telephone number has been chosen. Click on the relevant value on the invoice and see that it is copied into the Unique identifying string field. Then click Save ID and proceed.
The recognition is immediately restarted, the vendor is now recognized based on the unique characteristic, and the other fields are now also displayed. If necessary, more fields can be learned to subsequently create a vendor template.
It is also possible that no unique vendor is found based on the identifying fields, because multiple vendors have the same values for one or more of the identifying fields. In that case, a unique characteristic can also be added to determine which vendor it concerns.
Please note: Another reason why a vendor is not recognized may be that the master data is no longer correct. It is therefore important to check the data in the ERP master data and have it adjusted if necessary. Please contact the Application Owner of AP Automation within your company. This keeps the system clean and ensures that other control mechanisms, such as bank number validation, continue to work.