Use variant source templates for the same vendor

"For some of our vendors we need more than one source template, to handle the different types of invoices they send us. My junior colleagues get a bit confused when they have to manually choose from the different templates, so I'd prefer if Document Capture can automatically apply the correct one."

Ester, Accounts Payable at Cronus

Some vendors send multiple formats of invoices for different reasons. For example, one format could be for invoices that include multiple items and a delivery fee. Another format from the same vendor could include a single amount for a subscription service. This range of formats is handled with variant source templates in Document Capture. If you add search texts to templates, Document Capture can then automatically select the suitable variant template to apply.

Scenario

Ester at Cronus needs to set up an additional template to handle invoices from the same vendor. Sometimes, these invoices require order matching – while other times they require an approval flow. Ester also needs to ensure that the best-suited template is automatically used for each received document.
Ester needs to:

• Create an additional template for a vendor.
• Configure the templates with search text and the default option.

Create an additional template

As you continue to process incoming documents with Document Capture, you can sometimes find that a vendor needs more than one template, to deal with invoices that need to be processed differently. For example, you might need most of the invoices from a vendor to be sent for approval through the regular approval chain, but a small number of the invoices might need a specific approval flow.

Usually, you will realize that you need a variant template when you are working in the document journal or on a document card. To create additional templates from these pages:

• Open the Actions action menu and click Functions > Create/Select New Template.
• Click the Create New option and click OK.
• A new Template No. is created.
• Open the Templates action menu, then use the Template Card action to continue configuring the new template.
• Add a useful description to make it easier for you and your colleagues to remember the purpose of the variant template.
• Apply any other needed configurations to the template card.

Use search texts to identify templates

Adding search text to a source template affects the template identification process in Document Capture.

• If search text is recognized in a received document, the relevant source template will be applied.
• If no search text is recognized, Document Capture will continue the template identification process – first using AI, then identification templates, and finally identification fields.

Set the default template for a source

To make Document Capture automatically choose which of the variant source templates to apply, one of the templates needs to be set as the default. The default template is applied after all other templates have failed to find matches using search text. Therefore, in most cases your default template should be whichever variant template does not use search text.

To set a source template as the default:

• From the document journal or document card, use the Template action menu and open the Template Card.
• On the General FastTab, enable the option for Default.

More resources

• Setting up search texts for a template (Continia Docs article)
• Finding the document source and templates (Continia Docs article)

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