Configuring Vendor and Customer Settings in ZoneCapture

This article explains how to configure vendor and customer records in ZoneCapture, including OCR recognition settings on vendors and the e-invoicing address setup required to send e-invoices to customers.

Note: Clicking on the images within this guide will enlarge them for better viewing.

Overview

ZoneCapture provides configuration options for vendors and customers. These options are visible by default on standard NetSuite forms, but may not appear on customized forms. This article explains the setup options for both entity records, and how to make the fields visible if your account uses a nonstandard entry form.

Vendor settings

ZoneCapture installs one additional subtab named ZoneCapture on the vendor record. Under this subtab, the system provides 6 additional subtabs to configure the vendor record as needed. Each subtab is explained below.

• Disable Line-Level Recognition: Select this checkbox to have ZoneCapture skip reading transaction lines from the PDF and instead sum the PDF total into a single line. Enable this setting if you don't need to capture all transaction lines, and only need the invoice total.

Scan & Capture trained field mapping

This section displays all trained field mappings. Create a trained field mapping with a click-and-point operation: click a NetSuite field, then click the corresponding section on the PDF. The system populates the field with the clicked PDF data and learns from the operation immediately. On the next invoice, the system automatically attempts to capture data from the same PDF region and populate the NetSuite field.

Default vendor bill lines

Create default vendor bill lines in this section. Once you create a default vendor bill line entry, the system applies it automatically. This lets you, for example, split a PDF transaction line into multiple lines to share the cost between different accounts or locations.

3-way matching

Configure 3-way matching at the vendor level in this section. If this section isn't visible, see Customize Forms. When you configure 3-way matching on the vendor, it overrides the 3-way matching logic on the:

• Main Configuration
• Subsidiary Configuration

An item 3-way matching logic can override the vendor-level setting. ZoneCapture assists you by interactively showing or hiding entry fields as needed.

• Captured Quantity Prevails On the Vendor Bill Lines: Select one of 3 options to control which quantity pre-populates as a starting point. Quantity tolerance settings become available only when you select Thresholds Settings Prevail.
  • Thresholds Settings Prevail: Pre-populates the quantity based on the defined thresholds on the vendor bill line.
  • Captured Data Prevails: Pre-populates the quantity on the vendor bill line using the captured quantity.
  • Purchase Order Data Prevails: Pre-populates the quantity on the vendor bill line using the purchase quantity.
• Captured Unit Price Prevails On the Vendor Bill Lines: Select one of 3 options to control which rate pre-populates as a starting point. Rate tolerance settings become available only when you select Thresholds Settings Prevail.
  • Thresholds Settings Prevail: Pre-populates the rate based on the defined thresholds on the vendor bill line.
  • Captured Data Prevails: Pre-populates the rate on the vendor bill line using the captured rate.
  • Purchase Order Data Prevails: Pre-populates the rate on the vendor bill line using the purchase rate.
• 3-Way Matching Tolerance Type For Quantity: Select whether the threshold should trigger based on a fixed amount or a percentage.
• Quantity Tolerance Amount/Percentage: Define the allowed threshold, based on the option selected above. ZoneCapture applies this threshold in both directions, for positive and negative differences.
• 3-Way Matching Tolerance Type For Rate: Select whether the threshold should trigger based on a fixed amount or a percentage.
• Rate Tolerance Amount/Percentage: Define the allowed threshold, based on the option selected above. ZoneCapture applies this threshold in both directions, for positive and negative differences.

General settings

Configure generic application settings for the vendor in this section.

• S&C Default Item For Incoming Bills: Select an item here to override the Main Configuration or Subsidiary Configuration. The system automatically populates all transaction lines with this item.
• S&C Purchase Order Validation Rule: Select a purchase order line validation rule here to override the Main Configuration or Subsidiary Configuration. This is a legacy feature that the new 3-way match feature has replaced.
• Autoprocessing preferences: Select this checkbox to let ZoneCapture process incoming transactions fully automatically, so no user needs to post the transaction. Choose from 3 preferences:
  • Autoprocess standalone bills/credits only
  • Autoprocess PO-related bills only
  • Autoprocess standalone bills/credits and PO-related bills
• Disable line-level preferences: Select this checkbox to have ZoneCapture pre-populate the vendor transaction with only a grand total line, ignoring the lines from the received invoice. This can be useful for bills where line details don't add value.

AI settings

Disable GenAI at the vendor level in this section.

1. Select the Disable Field Population checkbox.

ZC GenAI vendor field mapping

ZoneCapture lets you interact with GenAI technology in this section. Each vendor can have dedicated settings for each field and transaction type (vendor bill or vendor credit) when needed. By default, all fields use the same configuration for all vendors; configure this record only when you need a vendor-specific deviation. Filter the record entries by:

• Transaction type
• Level (header or line)
• Pre-population deactivated

If the subtab isn't visible, or shows no entries, confirm that the user role has at least view permission for the record type "ZC GenAI Vendor Field Mapping."

1. Click New ZC GenAI Vendor Field Mapping, or click Edit on an existing mapping to alter it.

Configure the following fields on this record:

• Level: Select Header or Line, depending on which level the field to customize exists on.
• Field: Select the field to customize.
• Transaction Type: Select Vendor Bill or Vendor Credit, depending on which transaction type the customized field applies to.
• Pre-Population Deactivated: Select this checkbox to prevent GenAI from populating the field with values for this vendor and field. ZoneCapture may select this checkbox automatically when it detects that other automation (such as workflows, scripting, or defaulting) already populates the field.
• GenAI Field Context: This field is empty by default. Use it to provide additional information to help GenAI understand what to populate, or to ask GenAI to populate the value in a specific way (for example, "Please translate it into English").

ZoneCapture manages the remaining fields, and they don't allow alterations.

System variables

ZoneCapture stores data in this section to improve the matching rate.

• S&C Last Received Company Name: Holds the name that OCR captured. ZoneCapture uses this value to improve the matching algorithm.
• S&C Last Received IBAN/Account No.: Holds the IBAN or account number that OCR captured on the last readout. ZoneCapture uses this data for the matching algorithm, and may later use it to identify mismatches that could indicate fraudulent invoices.
• S&C Bank Account Number: Holds the bank account number that OCR captured on the last readout. ZoneCapture uses this data for the matching algorithm.
• S&C Bank Code: Holds the bank code that OCR captured on the last readout. ZoneCapture uses this data for the matching algorithm.
• S&C Difference Preference: Select the behavior ZoneCapture should use to pre-populate vendor bill lines. ZoneCapture only uses this setting when the legacy 3-way matching logic is enabled.

Customer settings

Overview

The customer record includes a Scan & Capture subtab where ZoneCapture stores e-invoicing fields. To send or receive e-invoices, populate the entity's e-invoicing address in this subtab. The e-invoicing address consists of Endpoint ID, Endpoint Scheme, and Endpoint Scheme ID. After you populate Endpoint ID, select the corresponding Endpoint Scheme. ZoneCapture automatically populates Endpoint Scheme ID based on the Endpoint Scheme you select.

You can receive the e-invoicing address from your customer in multiple ways. Your customer may provide the Endpoint ID and the name of the Endpoint Scheme directly, letting you select the corresponding values in the e-invoicing fields.

Your customer might instead provide the invoicing address in a combined format, such as 0192:745707327. Read this as follows: the "0192" prefix is the code for a specific Endpoint Scheme (in this case, Norwegian Organisasjonsnummer), and "745707327" is the Endpoint ID. Populate the Scan & Capture subtab as shown below:

See the List of Codes for Endpoint Schemes below for a list of common Endpoint Scheme codes.

Setting up customers

Update the customer record for any customer you want to send e-invoices to:

• Party endpoint ID: Populate the endpoint ID you received from the customer. This is a unique identifier for your customer on the e-invoicing network. This field is mandatory if you want to send e-invoices to this customer.
• Party endpoint scheme: Populate the endpoint scheme you received from the customer. This field is mandatory if you want to send e-invoices to this customer.
• Party Endpoint scheme ID: ZoneCapture populates this field automatically.
• Automatically Send E-Documents: Select this checkbox to have ZoneCapture automatically send the invoice after you save it. If you leave it deselected, you can send the e-invoice manually using the Send E-Document button on the invoice record.
• Tax ID: Populate the customer's VAT number, supplied by the customer. This field is optional.
• Tax Scheme: Populate the tax scheme that corresponds to the customer's region or VAT number. This field is optional.
• Party endpoint operator ID: Only set this value if instructed to do so by the customer or Zone & Co Support. Whether this field is mandatory depends on the e-document provider of the receiving party. For example, it's mandatory for documents routed through the Italian SDI/SATA provider, for which the operator ID is "01394200362."
• Italian Payment Term: Select the applicable payment term. This field only applies to Italian customers.
• Italian Payment Term Code: ZoneCapture populates this field automatically.
• Bank Details For E-Invoices: Select the applicable bank details, if different from the subsidiary's primary bank details.

List of codes for Endpoint Schemes

The table below lists common Endpoint Scheme code prefixes and descriptions. For further details on each identifier scheme, see the Code List provided directly by PEPPOL.