This page explains how to configure the ZoneCapture Subsidiary Configuration

• General information
• Subsidiary configuration
  
  • General
  • Default settings
  • Storage settings
  • Purchase order settings
  • Tax settings
  • User interface settings
• OCR stations (subtab)
  
  • General settings
  • Email autoresponse settings
• E-Documents stations (subtab)
  
  • General Settings
  • Data Settings
  • Additional Data
  • Italian-Specific Data
• Subsidiary Bank Details (subtab)
• 3-Way Matching (subtab)
  • General Settings
  • 3-Way Matching Behavior
  • Quantity Tolerances
  • Rate Tolerances

General information

The ZoneCapture Subsidiary configuration record is an optional configuration record that can be created if needed. The Subsidiary configuration allows for defining different logic for a specific subsidiary. The logic that for example could be altered is:

• Auto processing
• Defaulting
• Storage settings
• Tax settings
• and more

Subsidiary configuration

The ZoneCapture SuiteApp the subsidiary configuration is optional for OCR data processing but mandatory when E-Documents (E-invoice) are used. To create a record if none is existing navigate to SETUP->ZONECAPTURE->ZONECAPTURE SUBSIDIARY CONFIGURATION->NEW. A new page will open that allows for creating a new subsidiary configuration record. In this document, all settings will be explained per section and subtab.

General

In this section, the SuiteApp allows setting some default behavior settings.

• Inactive: When enabled the subsidiary configuration record will not be active and the SuiteApp will not be using the configured data.
• Subsidiary: Select in this dropdown the subsidiary for which the configuration should be operational.
• Enable auto-processing for incoming bills to process when a vendor is matched: This feature allows the system to automatically process incoming transactions into actual Netsuite transactions without any human interference. The SuiteApp will respect potential existing approval flows. When the SuiteApp needs to create an expense-related vendor bill then no further checks will be done. When the transaction is connected with just one purchase transaction then the system will only perform an auto process operation when there is no purchase order line level validation configured or when there an existing rule is validated without any exceptions. This setting will prevail compared to the main configuration.

Default settings

In this section, it is possible to configure the subsidiary default settings for processing incoming data. These settings will prevail over the main configuration settings.

• Lines default GL account: In this field, the default GL for expense lines can be selected. Keep in mind that “transaction line defaulting” will prevail in the hierarchy. We recommend setting here when used, an account where not posting should happen. For example, an additional account named “Incorrect S&C postings” would allow to quickly identify incorrectly posted transactions. Keep in mind that the checkbox named “Use items instead of expense” could grey out this field.
• Lines default item: In this field, the default item for expense-related invoices can be selected. Keep in mind that “transaction line defaulting” will prevail in the hierarchy. Keep in mind that the checkbox named “Use items instead of expense” could grey out this field.
• Default transaction type when it is not recognized: In this field, it is possible to set the default transaction type for when the SuiteApp was not able to determine it. We recommend setting this to your most common transaction type which most likely will be vendor bill.
• Use items instead of expenses: With this checkbox, it is possible to force the SuiteApp to use items for stand-a-lone vendor bills instead of expense lines. The page automatically changes the entry options when enabling this option.
• Ignore the due date from the incoming B2P transactions: When enabled the system will use the due date calculated by Netsuite which is based on the payment terms. If not enabled the system will use the potential existing due data that is present on the incoming PDF (vendor bill) and ignore the due date from Netsuite.

Storage settings

In this section, it is possible to define where ZoneCapture stores the incoming data and email. These settings will prevail over the main configuration settings.

• Folder id where in/outgoing files are stored: Enter in this field the internal id from the folder where the SuiteApp should store the incoming or outgoing PDF files. Make sure that the folder is accessible for the user that should be able to process incoming transactions. More information regarding how to create a folder can be found on the page Create a folder.
• PDF storage naming convention: This field allows to set of a specific naming convention for storing the PDF file. When nothing is defined in this field then the system will simply use the naming convention from the received PDF file and add a unique GUID identifier. When a value is set the system will use the defined naming convention. The recommended default setting is “%VENDOR_ENTITY_ID%%BILL_TRANID%%BILL_INTERNALID%”.
• Attach the incoming mail to the created vendor bill/credit: When enabled the SuiteApp will attach the original received email to the transaction under the communication tab from Netsuite.

Purchase order settings

In this section, it is possible to set the behavior for the purchase order processing logic. These settings will prevail over the main configuration settings.

• Prefix for matching POs: In this field, it is possible to define a prefix that is used by your vendors which is not defined in your system. Keep in mind that this prefix is used for comparing all the identified purchase order numbers from the incoming PDF file and could lead to potential mismatches.
• Purchase order validation rule: This field allows to set a fallback purchaser order validation rule. Keep in mind that this setting can be overwritten by a subsidiary or vendor configuration. The logic is that the system will first check the vendor, if a rule is set it will use the defined rule. If none is found the subsidiary will be checked, if a rule is found this will be used. If the subsidiary isn’t holding a value then the main configuration will be checked if it contains a rule and if so this will be used. More information regarding the purchase order validation rules can be found on the page Purchase Order Validation Rules.
• Enable billing of multiple purchase transactions (not BFN compliant): This feature is an additional purchased feature and allows the SuiteApp to bill multiple purchase transactions in one step. When this feature is not enabled the SuiteApp will only be able to bill a transaction that is connected with a single purchase order.
  Enable 3-way purchase order matching (not BFN compliant): This feature is an additional purchased feature and when enabled the ZoneCapture SuiteApp will use the 3-way purchase order matching (purchase order line level validation) and apply coloring to the transaction lines on the vendor bill that identify differences based on the validation rule applied.

Tax settings

In this section, it is possible to alter the tax logic behavior. These settings will prevail over the main configuration settings.

• Suppress VAT on incoming transactions: When this feature is enabled the ZoneCapture Suite App will include the VAT amount in the net amount on line level on the vendor bill and will set the VAT amount to zero so that the net amount and gross amount on the vendor bill line are equal. In the header, the amount field (= gross amount) will then also include the VAT and the VAT field will default to zero.
• Use TAX mapping: When this feature is enabled the ZoneCapture SuiteApp will disregard the tax logic from Netsuite and will start using the Tax Mapping logic from the ZoneCapture SuiteApp. We only recommend changing this logic when you have many vendors with vendor bills that do contain multiple tax rates. More information regarding tax mapping can be found on the page Configure Tax Mapping

User interface settings

In this section, it is possible to alter the user interface settings. These settings will prevail over the main configuration settings.

• Enable split screen functionality for showing PDF aside bill to process (not BFN compliant): This feature is an additional purchase feature that allows showing the PDF in a split-screen way.

OCR stations (subtab)

In this subtab, the setting for the OCR station can be configured. This section allows for defining saved search logic, email logic, and scanning station logic.

General settings

In this section, the general setting for the OCR station can be configured.

• Default OCR station vendor bills: In this dropdown, the default OCR station can be selected that should be used for vendor bills. At this moment each account will only have one available OCR station but this will be extended in the near future. How to create an OCR Station is explained on the page ZoneCapture OCR Station.
• Email plugin: In this dropdown, the email plugin can be selected that should be connected with the subsidiary configuration. It is recommended to connect here an email plugin that is dedicated to this subsidiary only. When a mail is received on this plugin the system will predefine the subsidiary and with this already limit the vendor recognition.

Email autoresponse settings

In this section, it is possible to configure and automate confirmation mails when data is received and or when data wasn’t processed correctly.

• Send auto-response when documents are captured correctly: When this feature is enabled the system will send the sender automatically a confirmation mail that their email and data have been processed correctly.
• Send auto-response when an error occurred for captured documents: When this feature is enabled the system will send the sender automatically a confirmation mail that their data has been received but that it couldn’t be processed in full or only partially. In the email template, it is possible to highlight to the sender what exactly wasn't processed.
• Email template for auto-response when documents are processed successfully: In this dropdown, the custom-created email template can be selected which the system will use to inform the sender that their mail has been processed successfully. More information regarding the email template can be found on the page Email template.
• Email template for auto-response when documents can’t be processed: In this dropdown, the custom-created email template can be selected which the system will use to inform the sender that their mail has been processed successfully. More information regarding the email template can be found on the page Email template.
• Auto-response sender: Select in this dropdown an employee that will be used as the sender for the auto-response mail.
• Auto-response cc: In this field, it is possible to set additional receivers in a comma-separated way. For example, if you would like to send a copy of an autoresponse mail to additional_receiver1@yourcompany.com and to additional_receiver2@yourcompany.com then enter in the field the data as follow “additional_receiver1@yourcompany.com,additional_receiver2@yourcompany.com”.

E-Documents stations (subtab)

In this subtab, it is possible to set the default E-Document and alter the data that is sent to the E-Document station.

General Settings

In this section, it is possible to define the default E-Document station

• Default E-Document Configuration: In this dropdown, the default E-Document station can be selected that should be used for e-documents (e-invoices). Keep in mind that the subsidiary configuration can overwrite this setting. At this moment each account will only have one available E-Document station but this will be extended in the near future. How to create an E-Document Station is explained on the page ZoneCapture E-Document Station.

Data Settings

In this section, it is possible to alter the data that is sent to the E-Document station. We recommend only making changes hereafter consulting with one of our consultants.

• Party endpoint id: Set in this field the unique identifier of the subsidiary with which it is registered in the e-invoicing network. The correct value is necessary to be able to send and receive e-invoices.
• Party endpoint scheme: Select in this field the scheme that corresponds to the subsidiary endpoint ID. It is a type of endpoint ID (PEPPOL code of your endpoint).
• Tax id: Set in this field the tax registration number of the subsidiary. This data will be included when an e-invoice is sent.
• Tax scheme: Select in this dropdown the correct tax scheme that is related to the tax id set in the previous field. The options are in many situations country-specific.

Additional Data

In this section, it is possible to define additional data that can be included in the outgoing e-documents (e-invoices)

• Contact name: In this field, a contact name can be set that will be included in the outgoing e-document. In certain countries this data is mandatory.
• Company identifier:
• Contact phone number: In this field, a contact phone number can be set that will be included in the outgoing e-document. In certain countries this data is mandatory.

Italian-Specific Data

In this section, it is possible to set specific data which is mandatory for Italy.

• Rea number: Enter in this field the Italian-specific REA Numero.
• Regime fiscale: Select in this dropdown the applicable tax scheme.
• Esigibilita IVA: Select in this dropdown the correct VAT charge ability.
• Capitale sociale: Enter in this field the correct value for the capital stock.
• Condizioni pagamento: Select in this dropdown the correct payment condition.
• In liquidazione: Enable this checkbox if the company is in liquidation.
• Socio Unico: Enable this checkbox if there is only one shareholder, leave it unchecked if there are multiple shareholders

Subsidiary Bank Details (subtab)

This section shows the user the available bank accounts that can be used for the outgoing E-Documents (E-invoice). On this page, it is also possible to add new ZoneCapture Subsidiary Bank Detail records. More information regarding how to create a new entry can be found on the page ZoneCapture Subsidiary Bank Details.

3-Way Matching (subtab)

In this section, the user can configure the 3-way matching for the subsidiary which will overwrite the configuration from the Main Configuration. When this 3-way matching is enabled the old legacy 3-way matching will be disabled automatically. On installation, none of them will be active. For recently upgraded customers the old 3-way match will potentially be active. It is possible to switch between both 3-way match features at any time.

General Settings

• Enable 3-Way Matching: When this checkbox is enabled the new 3-way match logic will become active and the old 3-way match logic will be deactivated automatically. The checkbox named "Enable 3-Way Purchase Order Matching" in the main section "Purchase Orders" will be greyed out

3-Way Matching Behavior

In this section, it is possible to configure the behavior of the 3-way matching and set thresholds and preferences for which data should prevail

• Highlight Bill Quantity If Lower Then PO Quantity: When this checkbox is enabled the system will highlight the quantity that is actually billed in orange if this is lower than the purchased quantity. For the user, this could be an indication that maybe something isn't correct. The system will not see this as a blocking issue or record it in the 3-way matching summary when enabled. 
• Captured Quantity Prevails On the Vendor Bill Lines: In this dropdown, there are 3 options available that will change the behavior of which quantity will be pre-populated as a starting point. The quantity tolerance settings will only become available if the "Threshold Settings Prevails" is selected. 
  • Thresholds Settings Prevail: When this option is chosen the system will pre-populate the quantity based on the defined thresholds on the vendor bill line
  • Captured Data Prevails: When this option is chosen the system will use the captured quantity to pre-populate the quantity on the vendor bill line
  • Purchase Order Data Prevails: When this option is enabled the system will use the purchase quantity to pre-populate the quantity on the vendor bill line
• Captured Unit Price Prevails On the Vendor Bill Lines: In this dropdown, there are 3 options available that will change the behavior of which rate will be pre-populated as a starting point. The rate tolerance settings will only become available if the "Threshold Settings Prevails" is selected. 
  • Thresholds Settings Prevail: When this option is chosen the system will pre-populate the rate based on the defined thresholds on the vendor bill line
  • Captured Data Prevails: When this option is chosen the system will use the captured rate to pre-populate the rate on the vendor bill line
  • Purchase Order Data Prevails: When this option is enabled the system will use the purchase rate to pre-populate the rate on the vendor bill line

Quantity Tolerances

In this section, it is possible to define the thresholds that ZoneCapture should use for the quantity. Only if the difference is within the threshold the captured quantity will be used. When outside the threshold then the quantity from the purchase order will be used. 

• 3-Way Matching Tolerance Type For Quantity: In this dropdown, it is possible to select if the threshold should be triggered based on a fixed amount or a percentage
• Quantity Tolerance Amount/Percentage: Based on the previously selected option this field will become available and allows to define the threshold that is allowed. This threshold is applied in both directions, with positive and negative differences. 

Rate Tolerances

In this section, it is possible to define the thresholds that ZoneCapture should use for the rate. The captured rate will be used only if the difference is within the threshold. When outside the threshold, the purchase order rate will be used. 

• 3-Way Matching Tolerance Type For Rate: In this dropdown, it is possible to select if the threshold should be triggered based on a fixed amount or a percentage
• Rate Tolerance Amount/Percentage: Based on the previously selected option this field will become available and allows to define the threshold that is allowed. This threshold is applied in both directions, with positive and negative differences. 

More information regarding the new 3-Way Matching can be found on the page 3-Way Matching