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Customize 3-way matching logic

Introduction

ZoneCapture provides built-in logic for matching captured lines to purchase order lines as part of the standard 3-way matching process. We recommend starting with the default matching logic to confirm whether it meets your requirements.

If you need more tailored control to achieve the desired matching results, you can then switch to custom rules.

Default Matching logic

The standard logic is using the following captured data on the line level:

  • article number
  • description
  • quantity
  • rate

and the following data from the item definition/ purchase order line:

  • Item name/ Number
  • description of the purchase order line
  • item display name/ code
  • item vendor name/ code
  • purchase order line quantity
  • purchase order line rate

Switching between custom and default logic

You can switch from the default matching logic to a custom one by adjusting the 3-Way Matching Rule Logic field.

To apply custom logic across the entire NetSuite account (all subsidiaries), set this field to Use Custom Rule in the ZoneCapture Main Configuration, and leave the field blank in the ZoneCapture Subsidiary Setup.

If you want to override the matching logic for a specific subsidiary, set the desired value directly in the 3-Way Matching Rule Logic field within the corresponding ZoneCapture Subsidiary Setup.

Once you switch to use custom logic, you can start creating your own matching criteria or select from predefined ones.

 

Matching Criteria

Using Default Matching criteria

The ZoneCapture bundle includes a set of predefined matching criteria that you can incorporate into your custom matching logic.

To review the available matching criteria, open ZoneCapture Main Configuration or ZoneCapture Subsidiary Setup and switch the record to Edit mode.
Scroll down to the 3-Way Matching section and open the Matching Criteria field. Here, you will find predefined rules that can be referenced in your custom logic.

 

Matching criteria define which captured line-level values are compared against which NetSuite fields to identify a match. For example, a captured article number on an invoice line can be compared to the NetSuite item name. If your item names in NetSuite correspond to the article numbers provided by your vendor on the PDF invoice, this matching criterion should be selected.

After selecting the appropriate matching criteria, enter a value in the ZC 3-Way Matching Rule Name field. Choose a meaningful rule name—this name will appear in the 3-way matching pop-up as the reason a match was found, giving you clear visibility into which rule produced the match.

Add the rule, then continue creating additional rules as needed.

Important:

  • Rules are executed sequentially from top to bottom.

  • The logic stops as soon as a unique exact match is found, which completes the line matching process.

When you are finished configuring your rules, click Save on the ZoneCapture Main Configuration or Subsidiary Setup record. After saving, the system will automatically populate the sequence numbers.

You can edit your rules at any time if adjustments are needed.

 

Create new matching criteria

In case default matching criteria do not meet your requirements, custom criteria can be created.

To create a new matching rule, type in the general NetSuite search New ZC 3-Way Matching Rule Criteria and select the following option:

Scenario 1: Matching standard captured line field against custom field on the item definition

Article Number that the vendor is adding on the PDF invoice lines corresponds to UPC Code that is stored on the item definition in NetSuite.

To configure the rule open the Item record in NetSuite and retrieve the Field ID of the UPC Code Field.

 

Once done, create the rule as follows:

Scenario 2: Matching standard captured line field against custom column on the purchase order line

Article Number that the vendor is adding on the PDF invoice lines corresponds to the registration plate number that is stored on the purchase order line in the custom column.

To configure the rule retrieve the Field ID of the Registration Plate column. Navigate to Customization/ List,Record & Fields/ Transaction Column Fields and find your field there.

Once done, create the rule as follows:

Scenario 3: Matching custom captured line field against custom field on the item definition

Custom column (e.g. UPC Code) that the vendor is adding on the PDF invoice lines corresponds to the UPC Code that is stored on the item definition in NetSuite.

As the first step custom data needs to be captured from the PDF into custom column on the vendor bill.

The assumption is that there is a custom label existing in the OCR model. The custom label is mapped through parser mapping into a custom field. 

For further explanation I use the following example:

[Please note this is only the testing data. Data File Element Path and Transaction Field ID need to be replaced with values existing on your account]

 

To configure the rule open the Item record in NetSuite and retrieve the Field ID of the UPC Code Field.

Once done, create the rule as follows:

Scenario 4: Matching custom captured line field against custom column on the purchase order line

Custom column (e.g. UPC Code) that the vendor is adding on the PDF invoice lines corresponds to the registration plate number that is stored on the purchase order line in the custom column.

As the first step custom data needs to be captured from the PDF into custom column on the vendor bill.

The assumption is that there is a custom label existing in the OCR model. The custom label is mapped through parser mapping into a custom field. 

For further explanation I use the following example:

[Please note this is only the testing data. Data File Element Path and Transaction Field ID need to be replaced with values existing on your account]

To configure the rule retrieve the Field ID of the Registration Plate column. Navigate to Customization/ List,Record & Fields/ Transaction Column Fields and find your field there.

Once done, create the rule as follows:

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