SiteID
Kofax AP Agility employs a database locator to find the invoice vendor. Multiple instances of vendor master data, each referred to as a vendor partition, are also supported by the solution.
By pointing Kofax AP Agility to an extract of the organization vendor master data, created from the BRWVendormaster, the system analyzes the text of the invoice. The system then selects the closest matching vendor record in a fault-tolerant manner that accounts for spelling differences, OCR errors, abbreviations, and vendor details embedded within logos on the invoice.
If the system is not confident enough that the closest matching vendor is the correct vendor, the field is marked invalid and the document is sent to the Validation activity. The Validation activity user can either choose to accept this vendor or they can select an alternative using the vendor search facility in the Validation activity.
If the Validation activity user knows the Vendor ID, they can enter it manually in the validation form. In most cases, this value validates successfully when the user presses Enter. The exception to this is when an external Vendor ID and/or Site ID is specified in the master vendor extract file for that vendor. In this case, the Vendor ID field validation fails and the workaround is to use the Vendor Search to populate the vendor fields.
The vendor ID is a mandatory field for both PO and Non-PO invoices. This field can be omitted if either of the following Invalid Reasons are selected during the Validation activity.
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VENDOR NOT FOUND
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MISSING/INVALID VENDOR & PO
For purchase order invoices, the vendor is usually found on the purchase order. However, this setting can be disabled by selecting the Ignore PO Vendor setting in the Vendor Settings. This means that the vendor that Kofax AP Agility finds on the invoice takes precedence.
For ERP systems that use a vendor ID and a site ID, the vendor ID component is used only in the Validation activity and the vendor pay-to site does not have to match the value on the purchase order. The automatic extraction of the vendor looks at a specific location on a document.
The Site ID cannot be entered manually in the Validation activity. Instead, it is populated through the chosen result of the vendor search.
If the Validation activity user wants to select a vendor that is not represented on the purchase order, then this is possible if the vendor exists in the vendor master extract and an appropriate invalid reason is set. For example, an alternate payee or a third-party freight vendor.
For Non-PO invoices, if the invoice vendor does not exist in the vendor master extract, then the invoice may only pass if an appropriate invalid reason is set.
Kofax AP Agility also supports scenarios where the ERP uses an external vendor ID for display to the user, but another vendor ID internally. In this scenario, the Validation activity displays the external vendor ID but the system stores the internal vendor ID in the internal vendor ID field so that both values are available for export downstream.