Resolve a vendor match
Use this task when the invoice's vendor field shows Unknown Vendor, or when the selected vendor does not match the invoice and sender details. For example, one company may label this field Vendor under Invoice Header.
Choose the vendor record
- Open Invoices and select the invoice.
- Find the field your company uses for the vendor. The field shows the current match, or Unknown Vendor when no vendor is assigned.
- Click the vendor field and search by the vendor name, sender address, or ERP identifier available in your account.
- Compare the choices with the vendor name and address on the invoice. If two names look similar, check the ERP identifier and address before choosing.
- Select the correct vendor. Review the rest of the header, then save or continue with the next action shown for the invoice.
If your account does not let you change the field, ask a user with invoice-edit permission to resolve it. Do not select a close-looking vendor just to clear the task.
If the vendor is not in the list
The vendor directory normally comes from your ERP. Ask your ERP administrator to add or sync the vendor, then return to the invoice after the next sync. Until the vendor exists in the directory, leave the invoice unresolved or follow your team's exception process.
Check the result
After you choose a vendor:
- Confirm the Vendor field shows the intended record.
- Check the invoice number, dates, total, and payment terms against the source document.
- Review any notices before you submit or approve the invoice.
For the matching rules behind this task, read How vendor matching works.
Search fields, vendor labels, and available actions depend on your entity schema and permissions. The exact field names in your account may differ from the examples here.