Description

As an optional service, extracts from the customer master data can be used to raise the accuracy rate of the captured data, to deliver invoice data values that exactly match the values in the customer invoice processing system or the invoice content can be validated against the values in the customer data extract. The customer master data extracts are uploaded from the customer's environment (Basware SaaS or customer on-premise) using an FTP or FTPS connection. The upload is automatic and typically scheduled to take place 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 validation, contract validation, and/or data capture business data validation. The customer is responsible for ensuring that the master data (typically taken from ERP) is up to date and doesn't contain 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 for capturing the correct value. In addition, there are rules to determine the field value, which can be based on multiple validation steps (bank account, VAT, address, etc.). 

Example

1. The supplier's bank account information was available in the business document image. During the supplier matching, multiple supplier entries were found from the master data extract based on the bank account number visible in the business document. As a result, the default value for the supplier was captured as the master data extract did not contain a unique entry for the supplier.
2. The purchase order number was included in the business document image. During the purchase order number matching, it was concluded that the PO number from the business document image does not exist in the master data file. As a result, the default value for the purchase order number was captured.
3. The master data file could be outdated due to errors occurring during the file's scheduled update process.

 

Basware standard supplier / vendor matching rules in data capture service (refers 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 related option is selected in H2 & H2.1).
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 only one document delivery flow, so the importer will verify the supplier regardless of the origin of the document. For some customers the supplier matching is done only during import into AP Automation.

Customer actions

No immediate actions are required; please wait for Basware to contact you for further follow-up.

Basware actions

We have opened a separate incident in our ticketing system to follow up further on the corrective measures related to this master data error. We will contact you through the incident for further discussion.

Basware will internally fix extract delivery issues if the problem is identified between P2P to the data capture service.

How can I ask questions or raise suggestions?

If there are any further inquiries related to 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 that have been applied, please review the Data capture feedback process article.