When you have multiple supplier cards for the same supplier, Ocerra may need additional information to determine which supplier card an invoice belongs to.


For example, your accounting system may contain:

  • Repco NSW
  • Repco VIC
  • Repco QLD

or:

  • Bidfood – Venue 1
  • Bidfood – Venue 2
  • Bidfood – Venue 3


Although these are different supplier cards, the invoices may all contain the same supplier name and tax number. In this case, Ocerra needs another identifier to select the correct supplier.


The Unique Supplier ID allows you to provide that identifier.

How to Set Up a Unique Supplier ID

  1. Go to Settings → Vendors.
  2. Open the supplier card.
  3. Enter a value in the Unique ID field (apears as Client Code on the vendor list).
  4. Save the supplier card.
  5. Upload a new invoice to test the result.

The value you enter must appear on the invoice and be consistently recognised by Ocerra.

Common examples include:

  • Store or branch name
  • Venue name
  • Customer number
  • Account number
  • Delivery location
  • Any other text that uniquely identifies that supplier card

Option 1: Single Identifier

If one value is enough to identify the supplier card, simply enter that value.

For example:

  • NSW
  • VIC
  • QLD

or:

  • Venue 1
  • Venue 2
  • Venue 3

Option 2: Combined Identifier

If the identifier could also appear on invoices from other suppliers, combine the supplier name with the identifier using the following format:


Supplier Name || Unique Identifier


For example:

  • Repco || NSW
  • Repco || VIC
  • Repco || QLD

or:

  • Bidfood || Venue 1
  • Bidfood || Venue 2
  • Bidfood || Venue 3


Ocerra will only match the supplier when both values are found on the invoice, making supplier matching more accurate.

Important

  • The Unique Supplier ID must appear on the invoice and be successfully read by Ocerra.

  • Keep the spelling and capitalisation exactly as shown on the invoice. For example, if the invoice contains Foodlink and AZUME DEN, configure the Unique Supplier ID as:

    Foodlink || AZUME DEN

  • Avoid generic values such as North, East or Cafe.
  • Avoid using address text unless it always appears consistently on the invoice.
  • Changes only apply to newly processed invoices. To test your changes, upload the invoice again as a new document.


Troubleshooting

If Ocerra selects the wrong supplier:

  • Confirm the Unique Supplier ID appears on the invoice.
  • Check the spelling matches exactly.
  • Re-upload the invoice after making any changes.
  • Try using the combined format (Supplier Name || Unique Identifier).
  • Use a stronger identifier, such as an account number, customer number, venue name or delivery location.