Bank account details validation adds an additional layer of security  to our AP Automation module by verifying supplier bank details before paying. By enabling this feature, the system extracts bank details from the invoices and validate them against the bank details setup in the supplier profiles.

Bank Account Details Extracted from the Invoice Match the Details Setup in the Supplier Profile 

Depending on the supplier setup, the system validates both BSB and Account Number, or Account Number Only. On the supplier payment screen, the "Payment Info" tab will have a green tick against it which means the bank details extracted from the invoice match the bank details setup in the supplier profile.

The claimant can then submit the supplier payment for approval.

To know more about how to setup bank details in the supplier setup, click on the button below -

Bank Account Details Extracted from the Invoice Do Not Match the Details Setup in the Supplier Profile 

• Extracted details do not match details setup in the supplier profile - When the BSB and/or Account Number that has scanned do not match with what has been setup in the supplier profile.
• No details extracted from the invoice - When the BSB and/or Account Number hasn't been extracted from the invoice but the supplier profile has those details.
• No details setup in the supplier profile - When the BSB and/or Account Number has been extracted from the invoice but the supplier profile doesn't have those details.

In the above cases, the supplier payment will be marked as invalid and the "Payment Info" tab will have an invalid icon against it. 

The claimant home screen will also have a "Check - Payment Info" against such claims.

The claimant cannot submit the supplier payment for approval.

Notification Preference to Receive the Mismatched Bank Details Email and User Permission to Acknowledge these Mismatches

For supplier payments where the extracted bank details do not match with what has been setup in the supplier profiles, the system shows below error message in the "Payment Info" tab.

There is a user notification preference for payers and admins which when ticked sends an email to the user when such mismatches occur.

Below is what the email looks like -

Once those users receive this email, they can go into the supplier profile to see the list of claims where the mismatch occurred.

• If the bank details in the supplier profile need to be updated, they can change them, save changes and the claimants should receive an email confirming that the details have been updated. The claimants can go into the supplier payments to make sure the "Payment Info" has green tick against it and then submit those claims.

The claimants will receive the supplier updated emails only if the below notification preference is ticked in their user profiles.

• If the extracted bank details need to be ignored due to one off differences in the payment details or incorrect extraction, there is a "Claims with mismatching payment info" section in the supplier profile. The user can tick the supplier payments for which the extracted bank details should be ignored and click on "Ignore Scanned Payment Info". 

• The payer/admin can also go into each claim, go into the "Payment Info" tab, tick the "Ignore scanned payment info" and save the claim for it to be valid.

There is a user permission for payers and admins which can be ticked for the users who should be acknowledging mismatches as above.

The claimant would then receive an email confirming that the extracted bank details have been ignored. 

The claimants will receive the supplier bank account details mismatch acknowledged emails only if the below notification preference is ticked in their user profiles.

The claimant can go into the supplier payments to make sure the "Payment Info" has green tick against it and then submit those claims. The claimant can also see that the scanned bank details are different to the details setup in the supplier profile.

In the claim history section, the system shows that the payer/admin have acknowledged the payment info mismatch.

Ignore Bank Account OCR Checkbox in the Supplier Profile

If you don't want the system to validate bank details for certain suppliers, you can tick the "Ignore Bank Account OCR" checkbox in the supplier profile.

When this checkbox is ticked, the system marks the supplier payments linked to that supplier as valid even when the below scenarios occur.

• Extracted details do not match details setup in the supplier profile.
• No details extracted from the invoice.
• No details setup in the supplier profile.

The "Payment Info" won't show a green tick or an invalid icon, and it doesn't show extracted bank details either.

Supplier Import Template

There is a column in the supplier import template for Ignore Bank Account OCR field. 

Populate the column with NO if the Ignore Bank Account OCR checkbox should be unticked and populate it with YES if the Ignore Bank Account OCR should be ticked.