The Master data service view

Use these settings to define the Master data service.

To access this view in Admin Center: Select a Services node in the administration tree and click Master data.

Use these settings to define the Master data service. The settings can vary, depending on your role, which document process you use and which Services node you select in the administration tree:

Let users update supplier/customer data when verifying documents Determines whether users can change supplier data when verifying invoices in AP Essentials Office.

If this setting is not selected, the users:

  • can only select suppliers that already exist in the system when verifying invoices.
  • cannot add new suppliers or edit existing suppliers.
  • cannot change the spelling of an existing supplier.

This setting also applies to administrators in Admin Center. When this setting is enabled, administrators with the Manage accounts privilege can edit supplier/customer mater data in Admin Center.

MASTER DATA UPLOAD
Master data on customer account level Uploads master data on the customer account level and shares the master data between all buyers/sellers of the customer account. This is helpful, for example, if a customer account has several buyers/sellers that share many of the same suppliers/customers.
Master data on buyer/seller level Uploads master data on the buyer/seller level. Use this setting to keep master data segregated at the customer account level.

Changing the master data upload settings affects which master data is visible in the master data views. For example, if you upload Master data on buyer/seller level and then switch to uploading Master data on customer account level, any master data that was previously uploaded on the buyer/seller level is no longer visible in the master data views. Conversely, if you upload Master data on customer account level and then switch to uploading Master data on buyer/seller level, any master data that was previously uploaded on the customer account level is no longer visible in the master data views.

Master data is not deleted in either case, so if you revert to your previous setting, the master data remains.

IMPORT MASTER DATA
Start master-data import at Specifies the time that you want to synchronize master data each day. The time you specify here is UTC time.
In order to use this setting, your ERP system must support master data services.
Number of times to import per day Determines how many times per day (max 4) that you want to import master data. For example, if you specify "3", master data is imported every 8 hours, starting at the time you specify to Start master-data import at.
Number of times to import per day using delta synchronization

Determines how many times per day (max 32) that you want to import master data using delta synchronization.

Some integrations support delta synchronization, which means only the master data that has changed gets updated. Delta synchronization consumes less bandwidth than normal master data synchronization, and therefore, can be performed more times per day than normal master data synchronization.
Synchronize master data Synchronizes the master data in Kofax AP Essentials with master data from the target system.
In order to use this setting, your ERP system must support master data services.
SUPPLIER VALIDATION
Use supplier master data to validate suppliers

Checks if at least one of the selected master-data fields can be found on the document. If none of the fields selected below are found on the document, the Supplier name field receives a validation error. These master-data fields are available for selection:

  • Account number

  • Bank number

  • Organization number

  • Tax registration number

  • At least one of the selected fields must be found - Even if multiple fields are selected, only one field must be found to pass validation.

  • All of the selected fields must be found - If any of the selected fields are not found, the supplier field is marked () during verification.

To ensure the correct supplier is selected, the validation searches for the values of the fields above using fuzzy logic. This means it attempts to find the field values anywhere on the invoice. This can lead to unexpected results if your master data contains incomplete or inaccurate information. Therefore, the more complete the master data is, the better the result.