ProScan+ Settings - Vendor Scan Profiles

Vendor Scan Profiles are rules specific to one vendor in Procore.

Vendor Profiles allow keyword matching to text/numbering on the scanned invoice(s) against the vendor name in Procore.

You can apply vendor-specific defaults, e.g. Cost Code, Cost Type and Tax Code.

The following is covered in this article:

• Enabled Vendor Scan Profile Settings
• Add a Vendor Profile
• Apply Vendor Profile Settings

Enable Vendor Scan Profile Settings

1. Log in to your Smoothx Tools - https://tools.smoothx.com/
2. Select ProScan+ Application
3. Select the Settings menu
4. Select Features 
5. Go to Beta Features
6. Enable Use Vendor Scan Profiles                   

Add a Vendor Profile

1. Go to Vendor Profile settings
2. Click Add Vendor
3. Select the Procore Vendor Name

Apply Vendor Profile Settings

• Procore Vendor
  • When a profile is linked to the Procore vendor, the scan is pinned to that exact vendor.
  • Picking a vendor fills in the canonical name.
  • The list of vendor is taken from your Procore Director - Companies.

• Canonical Vendor Name 

  • Vendor name as displayed in Procore.

• Scanned Vendor Names

  • Match vendor naming as shown on the scanned invoice to the vendor selected.
  • One entry per line.

• ABN / Tax Numbers

  • Match vendor tax numbers as shown on the scan to the vendor selected.
  • Spaces are ignored.

Defaults (Direct Costs Only)

• Default Cost Code

  • Apply default Cost Code to selected Vendor

• Default Cost Type

  • Apply default Cost Type to selected Vendor

• Default Tax Code

  • Apply default Tax Code to selected Vendor

Scan Behaviour

• Invoice Type

  • Select invoice type for vendor, e.g. Direct Cost vs Progress Claim.

• Amounts Are

  • Select if scan amounts for vendor are Tax Inclusive or Tax Exclusive.

• Trust Date Field

  • Used when a vendor's "Invoice date" field is misleading.

  • Due Date or Delivery Date replace the invoice date only when the document has one of these dates.

  • Delivery Date falls back to the service start date when not listed on the scan.

• Force Document Type
  • Always treat this vendor's documents as that type. Credit Note also marks it as money-in (negative).

• Quantity/Price Fix

  • For vendors when ProScan+ is not able to read the quantity and unit price, or the figures are the wrong way round.
  • Runs after missing qty/price/total have been updated:
  • Includes: 
    • Always swap quantity and price
    • Swap quanity/price when quantity equals tax
    • Swap quanity/price when quantity equals total

• Collapse to a single line item

  • Scan expense line items are consolidated to a single line item.
  • Uses the first line item Cost Code/Cost Type and Tax Code.
  • Quantity = 1 & Unit Price = total of all lines.

• Auto-archive scans from this vendor

  • Scans from this vendor will be auto-archived immediately.