Vendor

Create Logic

Whenever the system encounters:

• New Internal Number: A new Vendor record is created.

• Existing Internal Number with a new relation: If a new relation with a Recipient Group (identified by its Internal Number) is detected for an existing Internal Number, a new Vendor record is created.

Update Logic

For existing Vendors (identified by Internal Number):

• Upon receiving new data, the system adds missing IBAN, VAT, and TAX numbers, while updating existing Street and Zip Code information.

Delete Logic

When a delete action is triggered for a Vendor:

1. The system first de-links the relationship between the Vendor and any associated Invoices.

2. The Vendor record is then permanently deleted.

Additional Notes:

• All formatted numbers (IBAN, VAT, TAX, etc.) should adhere to a format accepting only letters and numbers.

Matching Factors (Priority Order)

1. VAT/TAX Numbers

2. IBAN

3. Vendor Name

4. Recipient Group ID (if available)

Scope of Matching

• Organization ID: The primary search scope

• Recipient Group ID (optional):

  • If provided, the system prioritizes Vendors associated with that Group.

  • If absent, it searches for unassociated Vendors.

Matching Algorithm

1. The system prioritizes exact matches for VAT/TAX Numbers and IBAN.

2. If no exact match is found, it applies fuzzy matching with a 75% similarity threshold on the Vendor Name.

3. When searching within a Recipient Group, results with matching Group IDs are displayed first.

4. For internal company matching, IBAN is used to identify the relevant Recipient from the Vendor.

Additional Notes

• Fuzzy matching uses the "ratio" method.