Sometimes, the OCR might not correctly match a document’s supplier with an existing business partner. When that happens, Banqup suggests creating a new supplier from the OCR data.
However, if that supplier already exists in your Business Partners list, you can manually link the document to the correct one instead and prevent duplicate entries.
Adding a new supplier from invoice details
When the OCR recognises a new supplier, Banqup suggests adding the contact as a supplier:
Go to Purchase Invoices and open the invoice (status: Awaiting validation).
In the supplier section, click Add as supplier.
Review the information picked up by the OCR, and add any extra information if needed.
Save.
How to manually link a document to the correct business partner
To avoid creating multiple duplicates, you can simply link the additional documents to the correct supplier manually.
Go to Purchase Invoices and open the invoice (status: Awaiting validation).
In the supplier section, click the trash icon next to the OCR-detected supplier name. This will remove the OCR data and open the supplier search bar.
Search for the existing supplier using the search bar. The system will show matching suppliers from your Business Partners list.
Click on the correct business partner, then click OK. The document is now linked to the existing supplier instead of creating a duplicate.
When you upload in one batch multiple invoices from the same supplier, the OCR scans each document individually. If the supplier didn’t exist in your Business Partners when the first document was scanned:
The system will suggest Add as supplier (see above How to add a new supplier from the invoice details).
The following invoices may still show the same Add as supplier button, because the OCR didn’t detect that the supplier was just created.
Important notes
This situation will be automatically fixed in a future release (December 2025).
For now, manually linking is the best way to prevent duplicate suppliers.
The same steps apply if you’re processing sales invoices where the customer already exists in your Business Partners list.