Setting Up the ZoneCapture Subsidiary Configuration Record

The ZoneCapture Subsidiary Configuration record lets you define subsidiary-specific behavior — including OCR, E-Document, storage, tax, and 3-way matching settings — that overrides the main configuration.

Overview

The ZoneCapture Subsidiary Configuration record is optional. It lets you define different logic for a specific subsidiary, including:

• Auto processing
• Defaulting
• Storage settings
• Tax settings
• And more

Creating a Subsidiary Configuration record

The Subsidiary Configuration record is optional for OCR data processing, but mandatory when you use E-Documents (e-invoicing).

1. Navigate to Setup > ZoneCapture > ZoneCapture Subsidiary Configuration > New.

The sections below explain each setting by section and subtab.

General

Configure default behavior settings for the subsidiary in this section.

• Inactive: Select this checkbox to deactivate the Subsidiary Configuration record so the SuiteApp stops using its configured data.
• Subsidiary: Select the subsidiary for which this configuration should be operational.
• Enable auto-processing for incoming bills to process when a vendor is matched: Enable this setting to let the system automatically process incoming transactions into NetSuite transactions without manual intervention. The SuiteApp respects existing approval flows. When the SuiteApp creates an expense-related vendor bill, it performs no further checks. When a transaction connects to a single purchase transaction, the system performs an auto-process operation only when no purchase order line-level validation is configured, or when an existing rule validates without exceptions. This setting takes precedence over the main configuration.

Default settings

Configure subsidiary default settings for processing incoming data in this section. These settings take precedence over the main configuration settings.

• Lines default GL account: Select the default GL account for expense lines. Note that "transaction line defaulting" takes precedence in the hierarchy. We recommend selecting an account here where postings should not occur, for example, an account named "Incorrect S&C Postings," so you can quickly identify incorrectly posted transactions. The Use items instead of expense checkbox may grey out this field.
• Lines default item: Select the default item for expense-related invoices. Note that "transaction line defaulting" takes precedence in the hierarchy. The Use items instead of expense checkbox may grey out this field.
• Default transaction type when it is not recognized: Set the default transaction type the SuiteApp should use when it cannot determine one. We recommend setting this to your most common transaction type, which is most likely vendor bill.
• Use items instead of expenses: Select this checkbox to force the SuiteApp to use items for standalone vendor bills instead of expense lines. The record automatically updates the entry options when you enable this setting.
• Ignore the due date from the incoming B2P transactions: When enabled, the system uses the due date NetSuite calculates based on payment terms. When disabled, the system uses the due date present on the incoming PDF (vendor bill) instead.

Storage settings

Define where ZoneCapture stores incoming data and email in this section. These settings take precedence over the main configuration settings.

• Folder ID where in/outgoing files are stored: Enter the internal ID of the folder where the SuiteApp should store incoming or outgoing PDF files. Make sure the folder is accessible to users who process incoming transactions. For more information on creating a folder, see Create a Folder.
• PDF storage naming convention: Set a specific naming convention for storing PDF files. When you leave this field blank, the system uses the naming convention from the received PDF file and adds a unique GUID identifier. When you set a value, the system uses your defined naming convention instead. We recommend the default setting %VENDOR_ENTITY_ID%%BILL_TRANID%%BILL_INTERNALID%.
• Attach the incoming mail to the created vendor bill/credit: Select this checkbox to have the SuiteApp attach the original received email to the transaction under the NetSuite Communication subtab.

Purchase order settings

Set the behavior for purchase order processing logic in this section. These settings take precedence over the main configuration settings.

• Prefix for matching POs: Define a prefix your vendors use that is not defined in your system. The system uses this prefix when comparing all identified purchase order numbers from the incoming PDF file, which could lead to mismatches.
• Purchase order validation rule: Set a fallback purchase order validation rule. A subsidiary or vendor configuration can override this setting. The system checks the vendor first; if a rule is set there, it uses that rule. If not, it checks the subsidiary; if a rule is set there, it uses that rule. If the subsidiary holds no value, the system checks the main configuration for a rule and uses it if found. For more information, see Purchase Order Validation Rules.
• Enable billing of multiple purchase transactions (not BFN compliant): This is an additional purchased feature that lets the SuiteApp bill multiple purchase transactions in one step. When disabled, the SuiteApp can only bill a transaction connected to a single purchase order.
• Enable 3-way purchase order matching (not BFN compliant): This is an additional purchased feature. When enabled, ZoneCapture uses 3-way purchase order matching (purchase order line-level validation) and applies coloring to vendor bill transaction lines to identify differences based on the validation rule applied.

Tax settings

Alter the tax logic behavior in this section. These settings take precedence over the main configuration settings.

• Suppress VAT on incoming transactions: When enabled, ZoneCapture includes the VAT amount in the line-level net amount on the vendor bill and sets the VAT amount to zero, so the net amount and gross amount on the vendor bill line are equal. In the header, the amount field (gross amount) then also includes the VAT, and the VAT field defaults to zero.
• Use TAX mapping: When enabled, ZoneCapture disregards NetSuite's tax logic and uses ZoneCapture's Tax Mapping logic instead. We only recommend enabling this when you have many vendors whose vendor bills contain multiple tax rates. For more information, see Configure Tax Mapping.

User interface settings

Alter the user interface settings in this section. These settings take precedence over the main configuration settings.

• Enable split screen functionality for showing PDF aside bill to process (not BFN compliant): This is an additional purchased feature that displays the PDF in a split-screen view alongside the bill.

OCR stations (subtab)

Configure OCR station settings in this subtab, including saved search logic, email logic, and scanning station logic.

General settings

Configure general OCR station settings in this section.

• Default OCR station vendor bills: Select the default OCR station to use for vendor bills. Each account currently has only one available OCR station; this will be extended in a future release. For instructions on creating an OCR station, see ZoneCapture OCR Station.
• Email plugin: Select the email plugin to connect with this subsidiary configuration. We recommend connecting an email plugin dedicated to this subsidiary only. When the system receives mail on this plugin, it predefines the subsidiary, which limits vendor recognition accordingly.

Email autoresponse settings

Configure and automate confirmation emails for received and processed data in this section.

• Send auto-response when documents are captured correctly: Select this checkbox to have the system automatically send the sender a confirmation email that their email and data were processed correctly.
• Send auto-response when an error occurred for captured documents: Select this checkbox to have the system automatically send the sender a confirmation email that their data was received but could not be processed in full or in part. The email template can highlight to the sender exactly what wasn't processed.
• Email template for auto-response when documents are processed successfully: Select the custom email template the system should use to inform the sender that their mail was processed successfully. For more information, see Email Template.
• Email template for auto-response when documents can't be processed: Select the custom email template the system should use to inform the sender that their mail could not be processed. For more information, see Email Template.
• Auto-response sender: Select the employee to use as the sender for the auto-response email.
• Auto-response cc: Enter additional recipients as a comma-separated list. For example, to send a copy of an autoresponse email to additional_receiver1@yourcompany.com and additional_receiver2@yourcompany.com, enter additional_receiver1@yourcompany.com,additional_receiver2@yourcompany.com.

E-Documents stations (subtab)

Set the default E-Document station and alter the data sent to it in this subtab.

Connectivity settings

Define the default E-Document station and archiving folder in this section.

• Default E-Document Configuration: Select the default E-Document station to use for e-documents (e-invoices). A subsidiary configuration can override this setting. Each account currently has only one available E-Document station; this will be extended in a future release. For instructions on creating an E-Document station, see Configuring the ZoneCapture E-Document Station.
• Folder Internal ID for archiving e-invoices (Ecosio only): Enter the internal ID of the file cabinet folder where you want to archive inbound and outbound e-invoices. This field is optional. We recommend restricting access to this folder to protect the archived files from unintended changes.

General settings

Alter the data sent to the E-Document station in this section.

• Party endpoint id: Set the unique identifier of the subsidiary as registered in the e-invoicing network. You need the correct value to send and receive e-invoices.
• Party endpoint scheme: Select the scheme that corresponds to the subsidiary endpoint ID. This is a type of endpoint ID (the PEPPOL code of your endpoint).
• Tax id: Set the tax registration number of the subsidiary. ZoneCapture includes this data when sending an e-invoice.
• Tax scheme: Select the tax scheme related to the tax ID set in the previous field. Available options are often country-specific.

Request E-invoicing Registration (Ecosio only)

When the selected E-Document station uses the Ecosio provider, and you have populated and saved the Party endpoint id and Party endpoint scheme fields, a Request E-invoicing Registration button appears on the record.

1. Click Request E-invoicing Registration to register the subsidiary as a company in the Ecosio portal.

Once Ecosio processes the request, it automatically populates the E-invoicing Company UUID field on the record.

Additional Data

Define additional data to include in outgoing e-documents (e-invoices) in this section.

• Contact name: Set a contact name to include in the outgoing e-document. Some countries require this data.
• Company identifier: Set the company identifier to include in the outgoing e-document.
• Contact phone number: Set a contact phone number to include in the outgoing e-document. Some countries require this data.

Technical Data (Ecosio only)

This section applies when the E-Document station uses the Ecosio provider.

• E-invoicing Company UUID: The identifier of the subsidiary's company in the Ecosio portal. This field is mandatory when the E-Document station uses the Ecosio provider. ZoneCapture normally populates it automatically after you request e-invoicing registration.
• E-invoicing Approval Status: Indicates whether Ecosio has approved the company in its portal.

Italian-Specific Data

Set data mandatory for Italy in this section.

• Rea number: Enter the Italian-specific REA Numero.
• Regime fiscale: Select the applicable tax scheme.
• Esigibilita IVA: Select the correct VAT chargeability.
• Capitale sociale: Enter the correct value for the capital stock.
• Condizioni pagamento: Select the correct payment condition.
• In liquidazione: Select this checkbox if the company is in liquidation.
• Socio Unico: Select this checkbox if there is only one shareholder; leave it deselected if there are multiple shareholders.

Subsidiary Bank Details (subtab)

This subtab shows the bank accounts available for outgoing E-Documents (e-invoices). You can also add new ZoneCapture Subsidiary Bank Detail records here. For instructions on creating a new entry, see ZoneCapture Subsidiary Bank Details.

3-Way Matching (subtab)

Configure 3-way matching for the subsidiary in this subtab; these settings override the Main Configuration. When you enable this 3-way matching, ZoneCapture automatically disables the old legacy 3-way matching. Neither feature is active by default on installation; for recently upgraded customers, the old 3-way match may be active. You can switch between the 2 features at any time.

General settings

• Enable 3-Way Matching: Select this checkbox to activate the new 3-way match logic. ZoneCapture automatically deactivates the old 3-way match logic and greys out the Enable 3-Way Purchase Order Matching checkbox in the main Purchase Orders section.

3-way matching behavior

Configure the behavior of 3-way matching, and set thresholds and preferences for which data should prevail, in this section.

• Highlight Bill Quantity If Lower Then PO Quantity: Select this checkbox to have the system highlight the billed quantity in orange when it is lower than the purchased quantity, as a non-blocking indication for the user. The system does not record this as an issue in the 3-way matching summary.
• 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.

Quantity tolerances

Define the thresholds ZoneCapture should use for quantity in this section. ZoneCapture uses the captured quantity only when the difference falls within the threshold; outside the threshold, it uses the purchase order quantity.

• 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.

Rate tolerances

Define the thresholds ZoneCapture should use for rate in this section. ZoneCapture uses the captured rate only when the difference falls within the threshold; outside the threshold, it uses the purchase order rate.

• 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.

For more information on the new 3-way matching, see 3-Way Matching.