General Information
Version 2.18.0 was released on the 9th of September and contains major enhancements and several bug fixes. Below you can find more information related to the changes introduced in the new version. We will update your live account automatically and the sandbox account can be updated from the customer's end at any given time.
Enhancements
SC-2235 Warning for Bank Details Mismatch
ZoneCapture now provides a real-time warning when the bank details captured on a bill do not match the vendor’s master data in NetSuite.
If a mismatch is detected:
A System Alert will appear in the Incoming queue, prompting you to review the vendor’s bank details.
An additional notification banner will be shown during bill processing to ensure you are aware of the mismatch before saving the bill.
The control has been introduced to prevent accidental payments to incorrect or fraudulent accounts, reduce manual verification effort by highlighting mismatches automatically leading to improved data accuracy and financial security in your processes.
System Alert in the Incoming queue
Verify System Alert column in the Incoming queue to identify potential Bank Details Mismatch.
Click on the alert to review the exact difference between captured bank details (IBAN or Bank Account Number) versus bank details on your vendor master data.
Banner on the Vendor Bill
End user will be notified about identified mismatch also during processing of the vendor bill.
To learn more about this feature please check this article.
SC-3821 Support for outbound e-invoicing on SuiteTax accounts
ZoneCapture now supports outbound e-invoices on NetSuite accounts using the SuiteTax engine. If you are using SuiteTax, e-invoices can now be sent seamlessly with ZoneCapture.
SC-2187 E-invoice outbound - merge main PDF with additional attachments
By default, ZoneCapture attaches the invoice PDF defined in NetSuite. You can also upload a custom PDF in the E-Invoice PDF field to replace it.
Now, you can also attach multiple supporting PDFs to be sent with your e-invoice. When enabled, any PDFs added under Communication > Files on the invoice will automatically merge with the default invoice PDF and be included in the e-invoice.
The merged file can always be viewed in the E-Invoice PDF field. If you don’t see this field, simply customize your invoice form to display it.
Details about how to enable this feature can be found in this article.
SC-2995 Include the Contact fields for AccountingCustomerParty in Outbound E-invoices
You can now include recipient contact details directly in your outbound e-invoices. New fields have been added:
ZC Customer Contact Name
ZC Customer Contact Phone Number
These fields can be set on the customer record (for all invoices) or directly on the invoice record (for one-off cases). If not visible, customize your forms to show them.
Populate contact details of the person/department responsible for the invoice that should be included in the outbound e-invoice. The field should contain the point of contact for the recipient of the e-invoice in case of clarifications about the invoice. These fields are optional in the outbound e-invoices.
SC-3144 Underbilling should not cause 3-Way Matching to fail
Some accounts view underbilling as a valid scenario that should not be flagged as a discrepancy in 3-Way Matching or trigger an approval workflow.
Underbilling occurs when the purchase order quantity is equal to XX, the received quantity is equal to XX (or billing in advance of receipt is allowed), the bill is submitted for the quantity lower then XX.
By default, ZoneCapture compares the ordered (XX) against the billed (<XX), flags a discrepancy, and marks the 3-Way Match for the particular item line as failed.
New behavior
A new setting has been introduced to allow underbilling to pass 3-Way Matching validation.
The option is available in ZoneCapture Main Configuration, Subsidiary Setup, and Vendor Record.
The setting is called: Allow underbilling in the 3-Way Matching flow.
Set this to “Yes” to allow billing for quantities less than ordered.
Impact when enabled
Underbilling will no longer trigger a matching failure.
Validation will pass, allowing bills to auto-process successfully.
If quantity thresholds are configured, they will apply only to overbilling. Underbilling will always be accepted and not flagged.
SC-3676 3-Way Matching Grouping - Option to add a configuration to disable grouping
By default, ZoneCapture’s 3-Way Matching groups captured lines that share the same description and rate into a single line. The quantities are summed, and only this grouped line is passed to the matching algorithm.
While this behavior is helpful in some cases, it is not suitable for all scenarios. Depending on how purchase order lines are structured in NetSuite (grouped or ungrouped), grouping may produce inaccurate results.
New configuration option
We’ve introduced a setting that allows you to control whether grouping should occur:
Disable Automatic Grouping of Captured Lines
Available at ZoneCapture Main Configuration, Subsidiary Setup, and Vendor Record levels.
How to use it
Set the option at the level that fits your use case.
Apply it globally in the main configuration, or override it per subsidiary or vendor if different behavior is needed.
When enabled, captured lines will be processed individually through 3-Way Matching, without being grouped automatically.
SC-3775 Show additional attachments from the email in the bill to process split screen
The Bill to Process split screen has been improved to provide better visibility into files received via email.
Previously, only attached PDFs were easily accessible. Now, if an email includes additional file types—such as Excel, CSV, XML, or Word documents—these attachments can also be accessed directly from the Bill to Process record.
This enhancement makes it easier to review and work with all supporting documents submitted alongside vendor bills.
SC-4163 Save the original PDF File name on the bill to process record
When PDFs are sent through ZoneCapture, they are automatically renamed to ensure unique file names in the NetSuite File Cabinet and to prevent overwriting.
For audit and tracking purposes, a new field has been introduced on the Bill to Process record: Original PDF Filename. This field stores the file’s original name as it was received.
The field will be populated only for records created after upgrading to version 2.18.0.
SC-4224 Sending Negative Credit Memo through e-Invoicing
A new preference has been introduced that allows you to control whether outbound e-credit memos are sent with negative or positive amounts.
Default behavior
By default, ZoneCapture sends credit memos with negative amounts, which is fully accepted by the PEPPOL network.
However, some smaller local providers only accept credit memos with positive amounts, and may reject documents otherwise.
New option
A new setting, Apply Positive Values on E-Document Credit Memo, is now available in ZoneCapture Main Configuration, Subsidiary Setup, and the Customer Record.
Use this preference to switch from negative to positive amounts if your e-credit memos are being rejected.
Recommendation
Based on our experience, this requirement is most often seen with certain Swedish providers.
We recommend keeping the default (negative amounts) unless you encounter delivery rejections.
Fallback behavior
If the setting is left blank, ZoneCapture will continue using the default logic (negative values).
SC-4257 Enhancement for creation of vendors when approval flow is enabled
Users can create a vendor directly from the Bill to Process screen by selecting Actions > Create Vendor. This opens a split-screen view to create the vendor record.
When vendor approval flow is enabled, ZoneCapture cannot assign a newly created but not approved vendor to a vendor bill. To improve the experience in this scenario:
A pop-up message will instruct the user to click Cancel.
Clicking Cancel keeps the user on the newly created vendor record so it can be submitted for approval.
At the same time, the related Bill to Process record opens in a separate browser tab for continued processing.
⚠️ Note: Only approved vendors can be assigned to bills.
SC-4293 Support GenAI for custom segments
GenAI functionality has been extended to support custom segments.
Previously, GenAI could be enabled only on native NetSuite classifications and custom fields. With this enhancement, the same logic is now available for custom segments.
Custom segments now appear in the ZC GenAI Fields list.
Autopopulation can be enabled for these segments, just as with other supported fields.
This provides greater flexibility in leveraging GenAI for your organization’s unique data structures.
Bug Fixes
SC-4039 Extend subsidiary matching from UBL File
For the UBL Email plugin that reads XML files, the subsidiary was previously sourced only from the RegistrationName path in the XML.
The logic has been extended to also check the PartyName path if no match is found in RegistrationName. Subsidiary matching now first attempts RegistrationName, then PartyName, increasing the likelihood of correctly matching the subsidiary in NetSuite.
SC-4198 Incoming purchase transactions > PO Status Incorrect for specific Item/Expense Account types
In the Incoming queue, the Purchase Order Status column displayed an incorrect status when a purchase order was created with an Item type tied to an Expense account that had the type Income or Other Liability.
The logic has been corrected so that PO status now displays accurately for these scenarios.
SC-4233 E-Invoice > transactionLineTaxRate not calculated correctly
On accounts where ZoneCapture calculates tax rates (e.g when using the AVATAX feature), rounding issues could cause the tax rate in outbound e-invoices to be off by ±0.01. This sometimes prevented the e-invoice from passing PEPPOL validations.
Additional protective measures have been implemented in ZoneCapture to prevent rounding errors, ensuring e-invoices meet the required e-invoicing network validations.
SC-4227 ZoneCapture bundle notification email sent from Employee ID -5 despite selected Upgrade Notification User
Bundle upgrade notification emails were being sent from Employee ID -5 (NetSuite default Administrator), even when a different user was selected in Setup > Company > General Preferences > Custom Preferences > ZoneCapture > Upgrade Notification User.
The issue has been fixed. Upgrade notification emails now correctly use the selected user instead of the default Administrator.
SC-4239 Duplicate Detection is not working for Bill Credits
Duplicate detection was not functioning correctly for bill credits, so duplicate entries were not flagged in the Incoming queue.
The issue has been fixed. Duplicates for bill credits are now correctly identified and displayed in the System Alerts column in the Incoming queue.
SC-4246 Expenses sublist is not loading on NetSuite mobile app
Users reported that the Expenses sublist did not load when opening vendor bills created via ZoneCapture in the NetSuite mobile app.
ZoneCapture has been updated to ensure the Expenses sublist now loads correctly on mobile.
SC-4264 User cannot Save partial PO-related bill via ZoneCapture due to Inventory Quantity Error
In the 3-Way Matching flow, when received inventory items had no matching quantity on the PDF invoice (quantity set to 0), saving a PO-related vendor bill triggered a NetSuite error because inventory was not removed from the item line.
ZoneCapture now automatically removes inventory details for lines where the quantity is 0 upon saving, allowing partial PO-related bills to save successfully.
SC-4278 Too many digits in Amount column in the Incoming queue for certain scenarios
In certain scenarios, rounding issues caused the Invoice Amount displayed in the Incoming queue to show excessive digits.
The field type has been changed from Text to Amount, ensuring proper formatting and preventing this issue in the future.
SC-4358 Error when the email subject contains more than the maximum number (199) of characters allowed
An issue was identified when an email subject exceeded 199 characters, the maximum allowed by NetSuite. In this scenario, the ZoneCapture email plugin would fail.
The email subject is now automatically trimmed to comply with NetSuite’s validation rules.
SC-4360 Bill to process record > Vendor Dropdown > Error : Field not Found when using language French (Canada)
When NetSuite’s language was set to French (Canada), the Vendor dropdown on the Bill to Process page displayed an error: “Field not found.”
The issue has been fixed, and the Vendor dropdown now loads correctly in French (Canada).