Unknown Vendor

The Unknown Vendor notice means the AI could not match the vendor on this invoice to any vendor in your directory. This is a blocking notice -- you must resolve it before the invoice can proceed to approval.

What Triggers It

This notice appears when:

• A new invoice arrives from a vendor that does not exist in your vendor list.
• The vendor name on the invoice is too different from any known vendor for the AI to make a confident match (e.g., an abbreviation, a trade name, or a subsidiary name).

How to Resolve

1. Open the invoice detail page.
2. Find the Unknown Vendor notice in the notices section.
3. Choose one of the following options:

Option A: Match to an Existing Vendor

If this vendor already exists in your directory under a different name, search your vendor directory and select the correct vendor. This links the invoice to the right vendor and teaches the AI to recognize this vendor name in the future.

Option B: Create a New Vendor

If this is a truly new vendor that does not exist in your directory, create a new vendor record. Depending on your configuration, this may trigger an action that requires approval before the vendor is created.

tip

Matching to an existing vendor improves future AI accuracy. The system learns from your corrections, so the next time an invoice arrives from this vendor with the same name variation, the AI will match it automatically.

Learn More

• Vendors Overview -- Manage your vendor directory.
• Vendor Matching -- How AI vendor matching works and how to improve it.
• Actions -- Tasks triggered by notices, including vendor creation approvals.