👉 What is the difference between the supplier name and the accounting contact?
The supplier name, shown on the left, is the name extracted from the document. It is used only within Datamolino and not exported to your accounting software.
The accounting contact, shown on the right, determines where the document will be exported in your accounting software.
The two names do not need to be identical. For example, the supplier name displayed in Datamolino may be Greenfield Ltd, while the contact in your accounting software is Greenfield General. The document will be exported to Greenfield General, regardless of the supplier name displayed on the left. What matters is the matching.
👉 How does contact matching work?
When a supplier first appears in a folder, Datamolino extracts its name, but you need to select the correct accounting contact. Datamolino remembers this first-time pairing and automatically applies the same contact to future documents from that supplier.
👉 Accounting contact is missing for regular supplier - why?
Occasionally, the supplier name may be extracted slightly differently - for example, Greenfield Limited instead of Greenfield Ltd. When this happens, Datamolino may not recognise the saved pairing and the accounting contact may be left blank.
If this happens you have 3 options:
⭐️ Option 1: Reselect the supplier
Click Select next to the supplier name and choose your existing supplier. The extracted name is replaced, and its saved accounting contact is applied automatically.
⭐️ Option 2: Keep the new name and pair it manually
Leave the name as extracted (e.g. Greenfield Limited) and select the correct accounting contact yourself. Datamolino remembers the pairing, so Greenfield Ltd and Greenfield Limited stay separate suppliers but both export to the same accounting contact. Use this if you don't mind having different name variations in Datamolino, as long as they export correctly.
⭐️ Option 3: Merge the supplier names
Go to Folder Settings → Folder Contacts and merge the new supplier name with the supplier you normally use. In our example, merge Greenfield Limited with Greenfield Ltd.
After the merge:
Greenfield Limited becomes an alias of Greenfield Ltd.
Future and previous documents are displayed as Greenfield Ltd even if we captured Greenfield Limited in the background. It will be matched correctly to your accounting contact.
Use this if you want one clean supplier list going forward.
Note: merging cannot be undone.