Note: In Ocerra, Vendor = Supplier. View a full list of terms here.
If you are using one of our out-of-the-box integrations, Ocerra will automatically sync vendor information from your system. Please note, this vendor data sync works one-way only: From your system to Ocerra.
When Ocerra performs data extraction, first it "looks" at the actual PDF invoice. If any data is missing or unclear from the invoice layout, the system will "look" at the Vendor settings.
- To view or edit Vendor information, go to Settings - Vendors:
For your convenience, you can have all vendor information in Ocerra. 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 vendor settings.
DEFAULT GL/Tax Account. When GL code is aligned with the supplier in Ocerra, it will automatically extract it for you on the invoice.
To learn more about GL codes in Ocerra, read this article.
DEFAULT GST/VAT - If GST amount is not on the invoice, Ocerra will automatically calculate it for you based on the GL code or supplier default tax rate. 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.