Some of the most important data fields in any document are vendor name, customer name, VAT IDs, addresses, and payment information. Such fields usually do not change on the documents from the same vendor, unlike dates, total amounts, etc. Moreover, such fields can be used for uniquely matching a vendor so that when you are exporting data from Rossum, it is already matched to your internal vendor ID.
How Rossum can help
Rossum’s data matching extension will intake a master data file containing information about your vendors or customers. When capturing data from a new document, Rossum will look up the data from the processed document in the master data file to find the best match and identify the company precisely. This powerful tool helps speed up and even automate document validation without taking up any development resources.
Let’s set this up in Rossum
To access the setup page, find the data matching extension in your trial account and open it:
- Open settings
- Navigate to a specific queue
- Click on “Fields to capture” tab
- Scroll to the bottom and click on “Open data matching extension” button
Step 1: Upload your file.
- The file format is important, so please download one of the sample files from the prompt and use the same column titles (or attributes in JSON or XML) and the same order of the columns to structure your own file. That is how Rossum will know what data it should use for matching.
- After choosing the master data file, select the encoding of the file, and the name(s) of the Rossum queue where the company matching should apply. Click Upload.
Step 2: Create matching logic.
- In the Create matching logic tab, select the queue where the logic should apply. The settings pictured below will appear.
- Select the fields you see in Rossum that will be used for matching against the master data. Currently the add-on supports up to 8 fields for matching (defined by their schema ID in parenthesis): Vendor Name (sender_name), Vendor Address (sender_address), Vendor VAT ID (sender_vat_id), Customer Name (recipient_name), Customer Address (recipient_address), Customer VAT ID (recipient_vat_id), IBAN (iban), and Bank Account (account_num). If you see fewer fields, like in the screenshot above, check your schema and make sure the fields are ON with the blue checkmark.
- Choose if you want Rossum to look for an exact match or for a fuzzy (close enough) match.
- Click on the Plus icon to add another rule. The matching process will apply the rules following the order you set up. With multiple rules, even if Rossum can’t find the name or the VAT number on the document, it could still successfully extract and match the IBAN, and identify the company from your file.
Step 3: Choose UX behavior.
- Choose what happens if the match is not found. Rossum could show an error and block the Confirm button until the data is corrected – or it could do nothing and allow the user to act at their discretion.
Step 4: Enable the data matching extension
- Click on “Done” button in order to confirm all the rules and enable the extension on the selected queue.
Step 5: See data matching in action.
- Once you open Rossum’s validation screen, you’ll notice a new field on the left called “Company match”. This field is a dropdown which will pull the value from the master data file.
- To pull in the company match value, the matching extension will compare company details captured from the document to the master data, following the rules you’ve just set. If the captured data matches the data on the master file, the dropdown will show the matched company name from master data.
- If some of the company details fields weren’t captured correctly and, as a result, the match wasn’t found, you can select the field and place the bounding box over the appropriate value on the document. Filling in a proper value will immediately trigger the extension to try and look up the matching company name again.
- Voila! Company identity is now verified, you can confirm the document and the correct company ID will be passed to the downstream system.
You can trial this feature for free. However, in future it will be limited since it is a paid add-on.
Note: Uploading of master data and other operations related to the data matching can be done over public API endpoint. Contact us at firstname.lastname@example.org in order to learn more.