Importing Invoices: Process and Configurations
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      3. Importing Invoices: Process and Configurations

      Vendor Recognition in Invoice Import

      How Dooap selects the vendor when the invoice is imported to Dooap?

       

      Dooap identifies vendors by comparing the digitized XML data of each invoice against vendor master data. The system uses one or more recognition methods, depending on your configuration.

      ⚠️ Tip: Keeping your vendor master data up to date is the most important factor for accurate recognition.

      To help you monitor and improve recognition performance, Dooap Analytics provides a Vendor Recognition Methods report in the Vendor Analytics section.  


       

      Regular Vendor Recognition

       

      By default, Dooap sequentially compares invoice XML data with vendor master data in this order:

      1. Bank Account Number
      2. IBAN Number
      3. Tax Exempt Number
      4. Organization Number
      5. Vendor Account Number
      6. PO number
      7. Vendor Name
      8. Vendor address along with the first 5 digits of the ZIP/Postal Code.

      If no matches are found, the invoice is imported with an unidentified vendor, leaving the vendor header field blank.

      Recognition Based on a Partial Match

      Vendor names and addresses can also be recognized based on the closest partial match instead of requiring an exact match.

      • If not activated, vendor names must match 100% exactly as they appear in the master data.

      • With partial match enabled, words and symbols can be ignored to improve matching accuracy. This ignore list is customer-specific and managed by Dooap Support.

      • Example: An invoice from “Google Services Inc.” can be matched to “Google Inc.” in the master data if it’s the closest match and meets your tenant’s configured confidence level.

      To enable partial match, please contact support@dooap.com.

      An Example

      An an invoice from "Google Services Inc." can be matched to "Google Inc." in the vendor master data if it is the closest match and meets your tenant's configurable confidence level.

       

       

      Vendor Similarity Search

       

      This additional method has been introduced to further improve vendor recognition accuracy.

      How it works:

      • The system learns from vendor corrections made to invoices and uses past invoice data to predict the correct vendor.

      • It an be configured as either the first or the last recognition method.

        • The best order is determined by your Dooap consultant.

      • A configurable confidence level must be reached before a vendor is automatically selected.

        • The confidence level is also set by your Dooap consultant.

      Configuring:

      • Enabled by default for new customers during onboarding.

      • Existing customers can request activation by contacting support@dooap.com.

      If Vendor Similarity Search was used to assign the vendor, the invoice history log will include an entry like the one shown below.