Introduction

The Control of Bank Details feature is introduced to help users identify potential discrepancies between captured bank details and vendor master data in NetSuite on the early stage. The logic is executed on the level of the Incoming transactions to be processed, therefore the user will be notified about identified mismatch in the Incoming queue, as well as during processing of the particular vendor bill.

Enabling/Disabling the feature

Control of bank details can be enabled or disabled as per your preference.

By default the logic is enabled on your Netsuite account, however there is an option to disable it if needed.

Main Configuration/ Subsidiary Level

If you use the setup per subsidiary, then navigate to Setup > ZoneCapture Setup > ZoneCapture Subsidiary Setup

If you do not use setup per subsidiary, then navigate to Setup > ZoneCapture Setup > ZoneCapture Main Configuration

The feature can be enabled/disabled by marking a checkbox ENABLE CONTROL OF CAPTURED BANK DETAILS available in the System Warnings tab.

Vendor Level

In case the control of bank details should be disabled only for specific vendors, while keeping it enabled for the rest of Incoming transactions, you have an option to disable it on the vendor level.

Navigate to the Vendor record > ZoneCapture tab > General Settings and mark the checkbox called Disable control of captured bank details.

Matching Logic

The default input for the matching algorithm for captured bank details are the following data captured by OCR engine:

• Vendor_IBAN
• Vendor_Bank_Account

On the vendor record the following Entity Bank Details (Bank Payment Details) are analyzed:

• Bank Details: IBAN (custpage_eft_custrecord_2663_entity_iban)
• Bank Details: BBAN (custpage_eft_custrecord_2663_entity_bban)
• Bank Details: Bank account number (custpage_eft_custrecord_2663_entity_acct_no)

The logic is comparing the following values and raise an alert if mismatch is identified either for IBAN and/ or for  Bank Account Number (BBAN).

Verification of mismatches

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.

Example of the mismatch in Bank Account Number:

Example of the mismatch in IBAN*:

*Please note that the reason for 3 IBANs listed in NetSuite Data is the fact that the vendor has not only primary bank details, but also additional secondary bank details that are also being analyzed by ZoneCapture, while none of them matched captured IBAN.

Banner on the Vendor Bill

End user will be notified about identified mismatch also during processing of the vendor bill.

Log on the created vendor bill

For audit purposes, if a vendor bill is created despite a bank details mismatch, this will be recorded in a custom field on the bill: ZC Bank Details Mismatch During Saving The Bill.

• This field can be displayed for bill approvers so they are aware of any identified discrepancies.

• If the field is not currently visible on your vendor bill form, customize the form to display it.

Please note: this audit log is static. If vendor master data is updated after the bill is created, the field will not change. Its purpose is to capture the fact that, at the moment of saving the bill, a bank details mismatch was present.

Custom Criteria

The input data for the matching algorithm can be tailored to reflect where bank details are stored in your system, including custom fields.

User has an option to switch between default matching criteria described above and the custom mappings.

When should I switch to custom mappings?

Custom mappings should be used if the default matching algorithm does not meet your requirements. The main reason why that happens is in case you do not use standard NetSuite fields to store your vendors' bank details. Fields used in the default matching logic you can find on the Vendor record > Bank Payment Details > Parent Vendor sublist:

• custpage_eft_custrecord_2663_entity_iban
• custpage_eft_custrecord_2663_entity_bban
• custpage_eft_custrecord_2663_entity_acct_no

 If your vendor bank details are not stored in these fields, then you should switch to custom mappings.

Should custom mappings be created on the Main Configuration level or on the Subsidiary level?

Please identify if vendors bank details are stored in the same records/fields across all subsidiaries or are there differences between subsidiaries.

If you can create mappings that will serve all your subsidiaries, then enable custom mappings only on the ZoneCapture Main configuration level. Once created, all existing subsidiaries will follow these rules. 

If there is a need to differentiate a logic per subsidiary, then enable custom mappings on the ZoneCapture Subsidiary Setup level.

The full flexibility is allowed, meaning some of the subsidiaries can follow ZoneCapture default mappings, while only one selected subsidiary can be set to use custom mappings for bank details matching.

How do I create custom mappings?

An example below shows how to enable custom mappings for one selected subsidiary only, therefore referenced setup in on the ZoneCapture Subsidiary Setup level.

Apply the same steps on ZoneCapture Main configuration level in case you create mappings that should used by all of your subsidiaries.

Navigate to ZoneCapture Subsidiary Setup > System Warning tab and make sure that the checkbox Enable Control of Captured Bank Details is marked.

In the dropdown Bank Details Validation Logic set "Use Custom Mappings.

Selection of this option will enable new fields on the form:

• vendor bank record type
• vendor bank record vendor field ID

Vendor Bank Record Type

Identify first on what custom record do you store bank details of your vendors.

In case of using NetSuite Bank Details it will be customrecord_2663_entity_bank_details. You can find this information in Customization > List, Records & Fields > Record Types.

If you use different record type to store vendor bank details, retrieve ID of the record and populate it in ZoneCapture Configuration.

You might need to ask your NetSuite Administrator to retrieve the following information for you.

Vendor bank record vendor field ID

On the custom record for bank details identify the field where the vendor is stored.

ZoneCapture compares bank details in the context of the specific vendor, therefore in the setup we require to know which field is referencing the vendor that belongs to the bank details.

In case of using NetSuite Bank Details it will be custrecord_2663_parent_vendor

You might need to ask your NetSuite Administrator to retrieve the following information for you.

In our example the setup would like like that:

Create Field Mappings

As the last step you can start creating custom mappings.

Mappings consists of captured data and vendor bank details data.

For Captured data by default we have two fields available:

• supplier_bankAccountNumber
• supplier_ibanNumber

For NetSuite data please identify the actual field ID where the bank account number/IBAN is stored.

Populate Captured data key and Vendor Data Fields as in the following example:

You can create multiple mappings separately between IBAN and Bank Account Number. Captured data can also be compared against multiple fields in NetSuite. If that's your use case, then populate multiple field IDs comma-separated in Vendor Data Fields field.

Save your changes in ZoneCapture Subsidiary Setup. For newly scanned PDFs custom rules will be applied.