Scan and Capture Vendor Mapping Rules
Vendor mapping rules can be written and provided to the EPRO scan and capture invoice processing provider to allow for the handling of a customer’s given invoice processing business rules.
Vendor mapping rules may also be necessary due to the way a vendor presents data on their invoice document. The EPRO scan and capture invoice processing providers do not make any assumptions when reviewing invoice documents and therefore may need to be given additional guidance on how you expect invoice data to be extracted (ex: an invoice doesn’t have an invoice date field, but a delivery date and the use of the delivery date as an invoice date is acceptable –this would require the creation of a vendor data mapping rule).
The below is not an exhaustive list of all available vendor mapping rules, but is intended to be a guide to assist in developing data mapping rules as they pertain to your organization. If assistance is needed in writing a valid data mapping rule for a given vendor, please contact techsupport@reactornet.com and the team can assist in guiding you on how to write an effective vendor data mapping rule.
Notes To Guide an Individual on Writing Vendor Mapping Rules
Vendor mapping rules are written in an excel spreadsheet – sample file XT_CustomerName_Vendor Mapping_Master_Date.xlsx accompanies this document for review.
Each new mapping rule will be presented on its own line on the Vendor Mapping Rule spreadsheet. Ensure you list the requested change date in column Requested Change Date.
Mapping rules typically take 1 business day for the scan and capture team to implement once they’ve received the mapping rules document.
For any vendor mapping rule, the vendor must be identified in the vendor mapping rules spreadsheet.
For customers with a company-wide vendor master:
Ensure the vendor # and full vendor name (as it appears in the vendor master) are captured in the vendor mapping rules spreadsheet in the Sample Client Vendor Number and Vendor Name columns.
For customers with property-level vendor masters:
List the vendor # as “various” in the Sample Client Vendor Number column and ensure the full vendor name (as it appears in the vendor master) is captured in the Vendor Name column of the vendor mapping rules spreadsheet.
Examples of Invoice Data Processing Challenges for a Given Field(s)
For invoices processed to EPRO with a missing property assignment:
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet.
Review the invoice document and determine where the property detail is displayed.
Sometimes vendors will put property information under a “bill to” header; customer name header; account name header; or sometimes it will simply be listed in a certain spot of the invoice document.
EX: An invoice document lists the property information under a “bill to” header.
Write a data mapping rule for the given vendor in column Invoice Document as such:
Location detail is found under the “bill to” header.
or
EX: An invoice document lists the property information in the right-hand corner of the invoice document under the vendor logo with no identified header information.
Write a data mapping rule for the given vendor in column Invoice Document as such:
Location detail is found under vendor logo on the right side of invoice document in header.
For invoices processed to EPRO with a missing invoice date
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet.
Review the invoice document and determine if a date is present on the document which should be used as the invoice date.
EX: An invoice document doesn’t have an invoice date, but has a delivery date.
Write a data mapping rule for the given vendor in column Invoice Date as such:
Please use delivery date for the invoice date.
OR
Please use delv date for the invoice date (this example would be if the vendor abbreviates the word “delivery”).
For invoices processed to EPRO with a missing invoice #
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet.
Review the invoice document and determine if there is a value present on the document which should be used as the invoice #.
EX: An invoice document doesn’t have an invoice # but has a sales order #.
Write a data mapping rule for the given vendor in column Invoice Number as such:
Please use sales order # for the invoice number.
EX: The given vendor doesn’t issue invoice numbers (ex: utility vendors) and you want to specify a certain convention for an invoice number, such as using the account number and date as the invoice number.
Write a data mapping rule for the given vendor in column Invoice Number as such:
Please concatenate account #-statement date as the invoice number.
For invoices processed to EPRO which should map to a single vendor # regardless of remit to address
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet – only fill out the Vendor Name column.
Write a data mapping rule for the given vendor in column Vendor Name Alias indicating that all invoices for a given vendor should be applied to the designated vendor regardless of remit to address.
EX: All Booking.com invoices for customers in the United States route to vendor book0918; All Booking.com invoices for customers in Canada route to vendor book1071; Customer location is found under vendor header on left side of document. Country (US or Canada) is listed in the customer address
For invoices processed to EPRO which need a specific value assigned as the item #
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet.
Review the invoice document and determine if there is a value present on the document which should be used as the item #.
EX: an item # is referred to as a material # on the invoice document.
Write a data mapping rule for the given vendor in column Line Detail as such:
Please use the Material Number as each item’s item #.
For invoices processed to EPRO which are paid by “current total” instead of “total balance”
Ensure the vendor is identified appropriately in the vendor mapping rules spreadsheet.
Review the invoice document and determine what value your organization will pay to the vendor.
EX: Your organization only pays new charges on an invoice document, not the total amount due.
Write a data mapping rule for the given vendor in column Invoice Document as such:
Only extract new charges. The invoice total should be new charges, not total amount due.
Scan and Capture Vendor Mapping Rules Template
Your EPRO Account Manager can guide you on where to submit your scan and capture vendor mapping rules and advise you on who your scan and capture provider is.