ReadSoft Online can sort invoices according to which buyer organization they belong. This means that if a customer has multiple buyer organizations, you can match invoices to the appropriate buyer organizations. You can specify the buyer organization that an invoice belongs to manually, or you can let ReadSoft Online determine the buyer organization automatically.
You enable buyer classification by selecting Enable buyer classification in the Classification service settings.
If you provide ReadSoft Online with identifying information about your buyers, such as names and tax registration numbers, ReadSoft Online can perform buyer classification automatically by finding buyer information on incoming invoices. In other words, in order for automatic buyer classification to work properly, the buyer information you provide must appear on the invoices you receive. ReadSoft Online automatically classifies invoices by buyer if you:
- Select Automatic classification in the Buyer box when uploading invoices.
- Upload invoices to the customer level using Online Connect. Note that if you upload invoices to the root customer folder, without using buyer subfolders, a Default document type must be specified.
- Email invoices to the customer level.
The more information you provide about each buyer, the better the result. You can add buyer information:
- Using Online Connect to upload buyer master data.
- Manually when you create buyers in the Admin Center.
- Via the API.
ReadSoft Online uses the buyer settings below to match invoices to buyers. The names of the corresponding master-data elements follow in parentheses:
- Name (Name)
- Organization number (OrganizationNumber)
- VAT number (VatNumber)
- Phone (PhoneNumber)
- Fax (Fax)
- Street address (AddressStreetAddress)
- Post code (AddressPostcode)
- City (AddressCity)
- State (AddressState)
- Country (AddressCountry)
- Alternative name 1 (AlternativeName1)
- Alternative name 2 (AlternativeName2)
- Alternative name 3 (AlternativeName3)
How it works
When ReadSoft Online receives a new invoice, it looks for all of the fields above. The more fields that ReadSoft Online finds, the greater the confidence. If the confidence is high, the buyer field status is Complete (). If the confidence is low, ReadSoft Online suggests a field value, but the status is highlighted for manual verification ().
Do you have multiple buyer organizations with similar names?
Sometimes you can have multiple buyer organizations with similar names. For example, you might have a buyer named "Example US Corp" and another named "Example EU Corp." This can cause problems:
- if both names appear on an invoice.
- if the fuzzy logic which is used to identify buyers cannot decide which buyer to use.
To solve this problem, you can give a buyer a lower priority by typing "careof" in one of the alternative name settings.