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 master data so that when you are exporting data from Rossum to an ERP, it is already matched to your internal vendor ID.
See how Rossum performs master data matching in action.
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
You would be taken to URL https://data-matching.elis.rossum.ai/ representing the Rossum’s Data matching feature.
Step 1: Upload your file.
- Create a master data file according to your needs. See the sample master data file with companies. However, you can also define custom columns, not only the ones defined in the sample file. See a list of supported columns with pre-defined clean up rules and more complex data types.
- 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 matching of specific Master data column to Rossum captured field defined in Extraction schema
- Choose if you want Rossum to look for an exact match or for a fuzzy (close enough) match. For the fuzzy matching option you can select the similarity threshold to be used.
- 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.
Defining custom matching logic
You do not have to rely on Rossum’s matching logic. You can implement your own matching logic when working with the master data. See our Simple Purchase Order matching extension and get inspired for your own matching use cases.
You can trial this feature for free. However, in future it will be limited since it is a paid add-on.