Understanding automatic item matching logic

Zudello streamlines document processing by automatically linking transaction lines to the correct item records from your catalogue. Understanding this matching logic helps ensure accurate coding and troubleshoot any discrepancies.

Best practices

• Maintain accurate and unique SKUs (Stock keeping units) in your item recordsem records.
• Use item alternatives to capture known supplier-specific codes for your items.
• Ensure barcode data is populated on item records if suppliers include barcodes on documents.
• Keep item descriptions clear and distinct.
• Ensure document extraction quality is high for reliable matching.

The matching process (Enrichment)

When a transaction document is processed, Zudello's enrichment service attempts to link each transaction line to an item record using the following sequence for each line:

1. SKU Match:

   • Zudello compares the SKU value extracted from the transaction line against the SKU field stored in your item records.
   • The comparison first attempts an exact match (case-insensitive).
   • If no exact match, it attempts a match after stripping common symbols and spaces from both the extracted SKU and the item SKU.
   • If a match is found, the corresponding item is linked to the transaction line.

2. Item Alternatives Match:

   • If no match was found via direct SKU comparison, Zudello checks the Item Alternatives table.
   • It compares the SKU extracted from the transaction line against the SKU stored in the item alternatives records.
   • Crucially, it also considers the Supplier linked to the transaction. It prioritises alternatives specifically linked to that supplier. If no supplier-specific alternative matches, it checks alternatives with no supplier specified.
   • If a matching alternative is found, the Item record associated with that alternative is linked to the transaction line. See Applying trained rules (which leverages this mechanism).

3. Barcode Match:

   • If still no match, Zudello compares the SKU extracted from the transaction line against the barcode field stored in your item records.
   • Comparison ignores symbols and spaces.
   • If a match is found, the corresponding item is linked.

4. Description Keyword Match (SKU/Barcode):

   • If still no match, Zudello breaks the transaction line description into individual words (separated by spaces).
   • It then checks if any of these words match any item's SKU or barcode (case-insensitive, ignoring symbols/spaces).
   • If a match is found based on a word in the description matching an item's SKU or barcode, that item is linked. Note: This can sometimes lead to incorrect matches if common words are used as SKUs.

Important considerations

• Order Matters: The matching process stops for a line as soon as the first successful match is found (following the sequence above).
• Data Quality: The accuracy of automatic matching heavily depends on the quality of extracted document data and the data maintained in your item records and alternatives.
• Manual Override: If automatic matching fails or links the wrong item, users can manually select the correct item from the SKU dropdown on the transaction line. Manually linking and completing the document often creates an item alternative for future automation.
• Dependencies: If Data dependencies are configured (e.g., limiting items based on the selected supplier), the matching logic will respect these dependencies, only considering items valid for the linked supplier.

Troubleshooting matching issues

• No Match: Check the extracted SKU and description on the transaction line against the intended item record. Ensure the SKU, barcode, or relevant keywords exist and are accurate in the item record or alternatives.
• Incorrect Match: Review the extracted details. The incorrect match likely occurred higher up in the matching sequence (e.g., a keyword in the description matched an unintended item's SKU). Manually select the correct item; this may create an alternative to improve future matching. Check if a broad item alternative exists that needs refinement.

Need help?

Contact your organisation administrator or Zudello support if you consistently experience issues with automatic item matching.