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Enhance Vendor Recognition

This page explains how you can easily identify vendor records that should be updated to improve the automatic matching.

Matching explained

When ZoneCapture processes data from a PDF invoice, it automatically attempts to match the correct vendor in NetSuite for the incoming purchase transaction. The matching logic relies on the data stored in your NetSuite vendor records.

⚠️ If vendor data is incomplete or outdated, mismatches may occur. To avoid this, make sure the vendor master data in NetSuite is correct.

Matching rules

1. Purchase Order Number

If a Purchase Order (PO) number is present on the PDF, ZoneCapture checks it against existing POs in NetSuite.

If a match is found, the system automatically uses the vendor and subsidiary from the matched PO.

2. Email Domain in the Incoming Email

  • When an invoice email is forwarded to NetSuite, ZoneCapture checks the sender’s domain name against the Email field on vendor records. A matching domain is considered a match.

  • If an internal employee forwards the email, ZoneCapture scans the email body for vendor email addresses and compares their domains against vendor records.

🔹 Common domains (e.g., gmail.com, outlook.com, yahoo.com) are automatically ignored.
🔹 Administrators can exclude additional domains under:
Setup > ZoneCapture Setup > ZoneCapture Main Configuration > General > EXCLUDED DOMAIN NAMES FOR MATCHING ALGORITHM

It’s recommended to:

  • Add your company’s email domain.

  • Add known generic domains (e.g., for Australian companies: xero, post, post.xero).

3. Unique Vendor Identifiers

The following fields provide the most reliable matches:

  • VAT ID/ Tax ID/ Tax Registration Number

  • IBAN / Bank Account Number

If either is found, ZoneCapture considers it a strong vendor match.

4. Vendor Name

ZoneCapture also attempts to match the vendor by the Company Name, therefore it is important to maintain vendors master data without duplicates to allow reliable matching results.

5. Vendor Address

Default billing address with the correct country, city, zip and street is important to maintain correctly in NetSuite.

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