Vendor No.

Zetadocs will populate this field automatically, by performing lookups in this order:

1. Zetadocs cross references (that may have been stored during previous processing of invoices from the same vendor).
2. Business Central Vendors for a match between the extracted VendorName and the Vendor Name and Search Name fields on the Business Central Vendor record.

Note:

• A successful match is made when the extracted VendorName is found in any part of the Business Central Vendor Name or Search Name fields.
• If there are two or more Business Central Vendors matching the extracted VendorName, Zetadocs will try to match to the correct one using the vendor address.

If no matches are found, the Vendor No. field will be left blank. You can then select the Business Central Vendor from the drop-down list or create a new Vendor if required. After selecting a vendor once and successfully processing the invoice, Zetadocs will then store the cross reference that has been created between the extracted VendorName and the Business Central Vendor, so that it will not need to be entered manually again.

To update the Zetadocs cross reference, you can simply select a different Business Central Vendor and this will overwrite the existing cross reference.

Vendor Name

This field is populated automatically using Business Central data based on what has been selected in the Vendor No. field.

Vendor Invoice No.

This is populated using the InvoiceID value that is extracted from the vendor invoice. A warning will be displayed if the vendor invoice number has previously been posted.

Document Type

There are three options available to specify the type of purchase document that Zetadocs will create in Business Central:
 

1. Purchase Invoice (this is the default option)
2. Purchase Credit Memo
3. Prepayment invoice

Note: By default, Zetadocs creates unposted documents, however this is configurable via Zetadocs System Rule and/or the related Zetadocs Vendor Rule.

Document Date

This field is populated automatically using the extracted InvoiceDate.

Note: The date format will be shown according to the ‘Region’ settings for the Business Central company

Inv. Discount Amount

A discount to be applied to the whole invoice can be specified here (in the default currency).
Note:

• Discounts for line items are remembered by Zetadocs, saving you time when you process these discounted items again from the same vendor.
• If a Line Discount % has been entered on the matches Purchase Order line, this will be applied to the invoice line on the Zetadocs Preview screen after matching has been completed.

Subtotal Excl. VAT

The sum of the Line Amount Cost Excl. Vat on the invoice lines will be shown here.

Note: If the extracted SubTotal is different (or is not extracted), a warning message will be displayed so that you may cross-check the information.

VAT Bus. Posting Group

This field is populated automatically based on a lookup of the selected Business Central Vendor.

Type

Specifies the type of transaction that will be posted with the document line.

If you select Comment, then you can enter any text in the Description field.
Note: If left blank and there is text in the Description/Comment field, then this field will be automatically set to Comment for you when the new invoice is created in Business Central.

No.

Specifies the number of a G/L account or an Item in Business Central (as selected in the Type field above). Automatic lookups may set this field automatically (see more information below), otherwise you will need to specify the value manually and Zetadocs will then remember the cross-reference for the future.

Note: The Item Variant can be made visible on the Zetadocs Preview screen (see screen personalization) and if a value entered then Zetadocs will remember this cross-reference too.

Automatic lookups

• Item

Zetadocs will first search the Zetadocs Cross references for an item that matches the extracted ProductCode or Description, it will then populate the line Type and No. fields if a match is found.

If no match is found, then Zetadocs will lookup Business Central Item data tables in the following order to find a match:
 

1. Item Reference
2. Item

The lookups on both these tables first try to find a match between the extracted ProductCode and the Item No. in Business Central. If no match is found, then Zetadocs will look for a match between the extracted Product Description and the Business Central Item Description (with a successful match being made if the extracted Description is found in any part of the Business Central Item Description).

• G/L Account

Zetadocs will first search the Zetadocs Cross references for an account that matches the line items extracted Description, which if found will then be used to populate the Type and No. fields.

 
If no match is found, then Zetadocs will lookup Business Central data in the following order to find a match with the extracted line Description:
 

1. Business Central Text-to-Account Mapping
2. G/L Account Name
3. G/L Account Search Name

Description/Comment

This should be populated automatically using the extracted line Description.

Quantity

This should be populated automatically using the extracted line Quantity.

Direct Unit Cost Excl. Vat

This should be populated automatically using the extracted line UnitPrice.

Discount %

Line discounts can be input manually here.
Note: Line level discounts will be remembered for the future when processing an invoice from same vendor for the same line item.

Line Amount Cost Excl. Vat

This should be populated automatically based on the corresponding line values for Quantity and Line Amount Cost Excl. Vat

VAT Prod Posting Group

This should be populated automatically based on a lookup of the Business Central Item or G/L Account (depending on the line Type).
Note: Any manual changes to the tax posting groups are not remembered by Zetadocs.