As an optional service, extracts from the customer master data can be used to improve the accuracy of captured data, deliver invoice data values that exactly match the values in the customer invoice processing system, or validate invoice content against the values in the customer data extract. Customer master data extracts are uploaded from the customer's environment (Basware SaaS or customer on-premises) via FTP or FTPS. The upload is automated and typically runs once a day. On-site customers monitor the service and ensure the uploaded data is refreshed daily. Basware monitors customers in the Basware SaaS environment.
Extracts enable optional features such as supplier data enrichment, order and contract validation, and/or business data capture. The customer is responsible for ensuring that the master data (typically sourced from the ERP) is up to date and free of errors.
While reviewing the reported quality feedback, we identified one or more values that were captured correctly based on the master data and in accordance with the data capture implementation guide. The latter document defines the fields for which the master data extract must be used to capture the correct value. In addition, rules determine the field value and may be based on multiple validation steps (bank account, VAT, address, etc.).
Basware standard supplier/vendor matching rules in data capture service (refers to SmartPDF latest implementation guide DCG):
1. Purchase order number extract (if in use).
2. IBAN (if captured from the invoice).
3. Supplier VAT registration/Tax ID/TIN/ABN number (if captured from the invoice).
4. Bank account number.
5. Supplier name and supplier remit to address (applicable for US invoices only if the related option is selected in H2 & H2.1 in DCG).
6. Supplier name and address.
7. Supplier name.
8. Supplier name, ignore corporate form suffix, e.g., Ltd, Oy, Ab, LLC, etc. (Only applicable for manual validation).
9. Select default supplier number (UNKNOWN_VENDOR).
If the search per line returns zero or two or more supplier records, the supplier matching moves one step down until a unique supplier record is found or the 9th step is reached (UNKNOWN_VENDOR). Each matching step is executed as a single check and does not see previous results.
Also, note that a secondary supplier matching step is performed when the document is uploaded into AP Automation (P2P). SmartPDF is the only document delivery flow, so the importer will verify the supplier regardless of the document's origin. For some customers, the supplier matching is done only during import into AP Automation.
SmartPDF responses
The supplier cannot be captured automatically because, when fetching supplier company details from the invoice PDF and comparing the extracted data against your supplier master data, no unique supplier is returned. Please cross-check the supplier details in the invoice PDF and update your supplier master data to improve invoice automation. Most of the time, changes are made in the ERP; data then cascade into AP Automation and, eventually, into data capture services such as SmartPDF.
A feedback follow-up incident may have been opened to trigger proactive customer support based on user feedback. Basware will guide and assist users as needed.
If you have any further inquiries about the "Master data error" finding, or if you have suggestions, we welcome your feedback. Please contact Basware Support by filing the following support case.
For a comprehensive summary of the renewed quality feedback process and the selected improvements implemented, please review the Data capture feedback process article.
Additional services for Basware customers:
Please see the Supplier Information Management page at "What is Supplier Information Management?"