Alternative Name for Supplier/Customer matching

Introduction

When processing bills/expenses, we use supplier name, business number, phone number, address or bank account on the invoice to find a matching supplier in your accounting software. If a text string (i.e. a group of words and numbers) on the invoice is the only reliable clue that can be used to determine the supplier. You can put this text string as the alternative name for this supplier in your accounting software.

This also applies to customer matching when processing sale invoices.

Example 1 (Xero): 

In this example, there are a group of suppliers in your Xero accounts with similar names and the same business number. The reliable difference on the invoices is the customer number.

You should

• In the Xero contact, edit each of the suppliers, add the “Account Number” field, and enter the customer number.
• repeat the above for each of the suppliers in this group.

Note: The text string you enter in the “Account Number” field in Xero Contact is limited to 100 characters. It is important that this string is unique – as a general rule, it shall not appear on your invoices from other suppliers. If there is no customer number, you can use any unique text string on this supplier’s invoices.

Example 2 (MYOB): 

In this example, there are multiple Customers in your MYOB accounts with similar names. The only difference on the invoices is the customer number. In order for EzzyBills to identify the correct customer, you put this customer number in your MYOB card details for the customer, with the following syntax:

• In the Notes field, under Card Details, on the first line, enter the text in the format of “name: ####“, where #### is the customer number (or other unique group of text) that appears on your invoice. The text string is limited to 100 characters.

Example 3 (QuickBooks):

In this example, there are multiple supplier entries in QuickBooks. They are the same company, but for different locations.  On the invoices, the reliable difference is the PO Box address. To separate them, enter PO Box address in the “Mobile” field in QuickBooks supplier/vendor data.