Documentation/ Checking the document header/ Correcting the supplier
Correcting a document's supplier
The Fix supplier button opens a conversation with Dijit IA to settle how the issuer is identified. It puts the document in front of you right and applies to that supplier's later documents.
On this page
When to use it
The system takes the issuer's details off the document itself. That can come out incomplete when those details sit down one side, in a footer, or printed badly. The result is documents with no supplier, or with the wrong one.
Correcting the field on the document settles that one record. What is described here acts on how the supplier is identified, so that their later documents are filed properly from the moment they are processed.
| What you see | What it is | How to settle it |
|---|---|---|
| A document with no supplier, or a name and tax number that do not belong to it | The issuer's details were not found on the document | Fix supplier › Incomplete or unreadable details |
| Your own company is in the supplier field | The system has not told issuer and recipient apart | Register the company under Clients / Companies |
Where the button is
Document › General tab › supplier block › Fix supplier button
Open the document and go to the General tab. Above the supplier block, over to the right, is the Fix supplier button. Pressing it opens a panel with two cases:
| Case | When it is yours |
|---|---|
| Incomplete or unreadable details | The supplier's name or tax number is missing or was misread. |
| Supplier and customer swapped | Your details show up as the supplier and the supplier's as the customer. |
The panel says so itself: it opens in the Dijit IA panel. Picking a case starts a fresh conversation that already knows which document it is and what is wrong with it, and from there the fix is done by talking.
The button is on purchase documents: purchase invoices, expense invoices and delivery notes.
What you have to give it
For the first case, Dijit IA needs two things:
- The right name and tax number for the supplier, as they should end up recorded.
- Two texts from the document that identify that supplier, to recognise them by next time.
There used to be a form with those fields. It is gone: you type them into the conversation, and Dijit IA checks the same things the form checked — that the texts are on the document, that they are not common words and that they are at least four letters long — before it saves the rule.
The identifying texts
Those two texts are how the supplier will be recognised on future documents. They have to do two things:
- Appear on the document word for word, with the same accents and capitals.
- Belong to that issuer and not be generic.
| Good choices | Bad choices |
|---|---|
| A brand or the name they are usually known by | INVOICE, DELIVERY NOTE, TOTAL |
| The supplier's email address | NET AMOUNT, VAT |
| A phone number or web address printed on the document | Anything that also appears on other issuers' documents |
Type the texts with the document in front of you. A transcription that does not match what is printed stops the recognition working.
What happens next
Dijit IA says in the conversation what it has done: how the document's supplier now reads, and that the identification will apply to that supplier's future documents too.
So it does two things: the document in front of you is corrected, and the rule for identifying that issuer is recorded.
Taking the correction off
There is no undo button. If something came out wrong — a tax number with a digit out, a text that is too generic — ask in that same conversation to have it withdrawn or put right.
Read what it answers before you move on. A rule built on a generic text picks up other suppliers' documents, and that costs more to undo than to avoid.
When issuer and recipient are muddled
The panel's second case, Supplier and customer swapped, is not settled with a supplier rule.
It happens when the system does not have the details that identify your own company on the document. The way out is to register your company, or your companies, under Clients / Companies: from then on the recipient is identified properly. It is covered in Clients and companies.
How far it reaches
| In time | It applies to documents processed from then on. Documents already there are not changed. |
| What it leans on | Recognition rests on the texts you gave. If the issuer changes their layout and those texts go, the rule stops working. |
| What it touches | The issuer's identity: name and tax number. It does not affect the lines, the amounts or the nominal coding. |
| What it does not do | It does not correct the recipient's identity. |