Note: In Ocerra, Vendor = Supplier. View a full list of terms here.
Suppliers are synced from your system to Ocerra automatically.
- If you are using Xero, you can create a new supplier in Ocerra and sync it back to Xero.
To save time, we recommend adding the following default settings per supplier to automated data coding:
- Default GL Code/Expense Account
- Default Tax Rate
- Default Currency
- Payment terms
These default supplier settings will be used on the invoice data extraction screen but you can always override them.
A new or updated supplier will be synced to Ocerra automatically. Ocerra syncs such data every 20-minutes or you can sync it manually straightway.
Note: Ocerra doesn't sync Inactive, Closed or On Hold supplier status but it will let you know if you are trying to export invoice matched with this supplier.
Here's where to find your supplier information in Ocerra:
- You can disable In Active flag if a supplier was de-activated in your system:
You can have all vendor information in Ocerra, as it will use it to validate supplier invoices. We recommend that you have this information per supplier:
TAX NUMBER - is a GST/VAT number. It is good to have to ensure that the invoice is legitimate. For example, if the GST number on the invoice is different from the default GST number or if it is missing from the invoice, Ocerra will flag this invoice as "Fail" (if your GST/VAT match validation rule is ON).
To learn more about Validation Rules in Ocerra, refer to this article.
Note: Ocerra won't populate the missing or incorrect GST/VAT number for the data extraction from the vendor settings.
COUNTRY CODE - we use it to define currency on the invoice. If it is not obvious or missing from the document, it will populate it from the default vendor settings.
GL CODES- Ocerra will pick up the default GL code from the supplier settings, and if supplier is identified on the invoice, it will automatically extract it for you.
To learn more about GL codes in Ocerra, read this article.
TAX RATES- Ocerra will pick up the default tax rate from the supplier settings, and if supplier is identified on the invoice, it will automatically extract it for you. Learn more about Tax Rates in Ocerra here.
PAYMENT TERMS & PAYMENT TERMS DAYS - if a due date or terms are not shown on the invoice, Ocerra will pick it up and calculate for you from the vendor settings.
IS ACTIVE FLAG - this flag is very important, when you make a supplier inactive and they send you an invoice, you will see that they won't be automatically recognized in Ocerra, so you can now double-check if the invoice is valid.
You won't be able to select "inactive" vendor on the invoice, unless you re-activate it again.
How to activate inactive supplier?
To activate inactive vendors, you have to use the following Filter criteria:
- Is Active = No
- Now, you can pick a supplier that you want to re-activate and toggle Is Active On again.