Using master data to validate PO numbers

Tip Currently, this feature is only enabled for Australian document types.

You can use master data to match PO numbers with suppliers, so when you verify an invoice, only PO numbers that match that particular supplier are valid. The valid PO numbers are also available for selection during verification.

You implement this feature using generic master-data objects, where the Name element specifies a supplier number, and the Value element specifies a valid PO number for that supplier.In a real-life scenario, an economic system creates the master-data routinely, which ReadSoft Online Connect imports automatically to ensure that the latest PO numbers are available during invoice verification.

To use master data to validate PO numbers:

  1. Instruct your economic system to create an XML file that specifies every PO number with a corresponding supplier number. In this example, there are two supplier numbers (00001 and 00002), and each supplier has three valid PO numbers.
    <?xml version="1.0"?>
    <MasterDataObjects xmlns:i="http://www.w3.org/2001/XMLSchema-instance">
     <MasterDataObject>
     <Value>00001</Value> <!-- A valid PO number -->
     <Name>00001</Name> <!-- Supplier number -->
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
     <MasterDataObject>
     <Value>00002</Value>
     <Name>00001</Name>
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
     <MasterDataObject>
     <Value>00003</Value>
     <Name>00001</Name>
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
     <MasterDataObject>
     <Value>00010</Value>
     <Name>00002</Name> <!-- A different supplier -->
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
     <MasterDataObject>
     <Value>00011</Value>
     <Name>00002</Name>
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
     <MasterDataObject>
     <Value>00012</Value>
     <Name>00002</Name>
     <Description/>
     <Active>true</Active>
     </MasterDataObject>
    </MasterDataObjects>
  2. Using the ReadSoft Online Connectconfiguration wizard, add a Master data type named "InvoiceOrderNumber" and specify the File name of the XML file you created inthe previous step.

    ReadSoft Online Connect configuration wizard

  3. In the Extraction service settings, connect the field to the master data. In this case, you want to connect the master data to the InvoiceOrderNumber field.

    The Document field dialog

  4. Make sure thatPO number is selected on the Rules tab.

    The Document type dialog

  5. After you save the settings, the PO numbers that match the current supplier appear for selection in the Order number box in ReadSoft Online Office.

The Order number box

Tip To ensure master data is synchronized on a regular basis, export master data from your ERP system and use automatic uploading, or update the master data using the API.