Troubleshooting: ABN/Bank Detail Validation Failures

Problem

While processing a document (typically a Purchase Invoice), you encounter a warning or error related to:

1. ABN Validation: The icon next to the supplier's tax number indicates an issue (e.g., invalid, not found, inactive).
2. Bank Detail Validation: An indicator shows a mismatch between the bank details on the document and those stored for the supplier in Zudello.

Common Causes

ABN Validation Failures

1. Incorrect/Missing ABN in Supplier Record: The tax_number field in the linked Supplier record in Zudello is empty, incorrect, or outdated. Remember, the validation uses the stored ABN, not necessarily the one extracted from the document image.
2. Supplier Not Linked: The document hasn't been successfully linked to a Supplier record yet, so there's no stored ABN to validate.
3. ABR API Issue: Temporary unavailability or issue with the external Australian Business Register (ABR) API service used for validation.
4. ABN Status: The ABN is valid but has a status other than "Active" in the ABR (e.g., "Cancelled"). This usually results in a warning, not an error.
5. No Tax on Transaction: The validation only runs if the transaction tax amount is greater than zero.

Bank Detail Validation Failures

1. Missing Bank Details in Supplier Record: The linked Supplier record in Zudello does not have both bank_account_number and bank_bsb populated. The validation won't run.
2. Missing Bank Details on Document: The document extraction failed to find a bank_account_number or bank_bsb on the document image. The validation won't run.
3. Incorrect Stored Bank Details: The bank details saved in the Supplier record are outdated or incorrect.
4. Incorrect Extracted Bank Details: OCR errors occurred when extracting the bank details from the document image.
5. Genuine Discrepancy: The supplier has provided different bank details on this specific invoice compared to what's stored in their record (potential fraud risk or genuine change).

Troubleshooting Steps

ABN Validation

1. Verify Supplier Link: Ensure the correct Supplier is linked to the document header.
2. Check Stored ABN:
   • Navigate to Relationships > Suppliers and open the linked Supplier record.
   • Verify the value in the tax_number field. Is it correct and complete? Update if necessary and Save the supplier record.
   • Go back to the transaction and use Apply Trained Rules (Using Apply Trained Rules) to re-trigger validations.
3. Check ABN Status Online: Manually check the ABN using the official ABR Lookup tool to confirm its status independently.
4. Check Transaction Tax: Ensure the transaction has a non-zero tax amount calculated.
5. Retry Later: If you suspect an ABR API issue, try again later or use Apply Trained Rules.

Bank Detail Validation

1. Verify Supplier Link: Ensure the correct Supplier is linked to the document header.
2. Check Stored Bank Details:
   • Navigate to Relationships > Suppliers and open the linked Supplier record.
   • Verify the bank_account_number and bank_bsb fields. Are they present and correct? Update if necessary and Save.
   • Use Apply Trained Rules on the transaction to re-trigger validations.
3. Check Extracted Bank Details:
   • Review the bank_account_number and bank_bsb fields on the transaction document viewer. Do they match the document image? Correct any extraction errors manually and Save.
4. Investigate Discrepancy: If stored and extracted details genuinely differ, follow your organisation's procedure for verifying supplier bank detail changes before processing payment. This might involve contacting the supplier directly through a known, trusted channel (not using contact details from the potentially fraudulent invoice).

Need Help?

If validation failures persist despite correct data, contact Zudello support. Provide:

• The Document UUID.
• The Supplier Name/UUID.
• Screenshots of the validation message/icon, the stored supplier details, and the extracted document details.