Documentation/ Reading correction rules/ Correcting the supplier's identity
Correcting the supplier's identity
The same supplier arrives under different names or with a misread tax number, and each variant creates a new record in the master. This rule fixes the correct name and tax number from text that appears in the document.
Document › header › the supplier block › Fix supplier
On this page
Symptoms in the documents
- Several records for the same supplier in the master, under similar names.
- Documents where the supplier is your own company. This happens when the document does not clearly identify the issuer.
- A different digit in the tax number, which prevents the document being matched with the rest.
How the rule works
The rule holds a list of identifying text that appears on that supplier's documents: the legal name, the trading name, the tax number, an email address or a web address. When one of those appears in the document, the correct name and tax number are saved.
The search ignores upper and lower case and works even where the name is split across two lines. One match is enough.
How this rule is created
In the document header, the Fix supplier button opens a panel with two cases: Incomplete or unreadable details — this one — and Supplier and customer swapped. Picking the first opens Dijit IA with that document already in the conversation, and the rule is created by talking to it.
The identifying text has to be long and exclusive to that supplier. A surname, a short word or a generic invoicing phrase will match other issuers' documents and cause incorrect assignments.
The rule affects your company only, and to take it off you just ask Dijit IA.
Data the rule does not change
The rule does not overwrite a supplier corrected by hand. A correction made by a person takes priority over the rule.
Documents the rule applies to
The rule applies to the documents processed from the moment it exists, and it also corrects the supplier's name and tax number on the document it was built from. The other documents already uploaded do not change: Dijit IA tells you to delete them and upload them again. Figures corrected by hand are not changed.
Merging duplicate supplier records
The rule stops new records being created, but it does not merge the duplicate records that already exist. Merging is a separate operation and is best done the same day.
Duplicate records are merged in the supplier master:
Database › Supplier master › tick two or more › Merge
- 01Find the records. Search on the first letters of the name: the records for the same supplier appear together.
- 02Tick them and press Merge. The first screen lists them and allows any that do not belong to be taken out.
- 03Pick the master record and confirm. The documents from the other records move to the master record and those records are removed.
The full procedure is in Merging duplicate suppliers.
The correct order is to switch the rule on first and merge afterwards. In the reverse order, duplicate records appear again with the following documents.
How to request a correction rule
Where the error affects several companies, or the identifying text is hard to pin down, support configures the rule.
Rules are created by talking to Dijit IA. Two things are needed:
- The reference of a document where the error shows, the number in the list's ID column. The rule is built from that document, which has to belong to your company and have its supplier identified.
- The wrong figure and the right one, stating the line and the field. A precise description saves the back and forth: "the quantity is saved as 0 on every line and should be taken from the units column" works; "it does not read it properly" does not.
Dijit IA creates the rule for your company and says in the conversation what it has done. A document belonging to another company on the account cannot be used to create one.
Afterwards, check the result on that supplier's next documents. A rule that cannot find the figure leaves the document unchanged, so the risk is not that it fails: it is that it gets something wrong.