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Configuration

How to configure Flux Capture settings for your organization

This guide covers all configuration options in Flux Capture, helping you customize the application to match your business processes.

Accessing Settings

  1. Open Flux Capture in NetSuite
  2. Click the Settings icon in the left navigation
  3. Use the tabs to navigate between setting categories

General Settings

Default Document Type

Set the default document type for new uploads:

Option Use For
Invoice Standard vendor invoices and bills
Receipt Itemized receipts
Credit Memo Vendor credits and refunds
Expense Report Employee expense documentation
Purchase Order PO documents

✅ Tip: Set this to "Invoice" if most of your documents are vendor bills.

Default Line Sublist

Choose where line items are entered on vendor bills:

  • Expenses - Service-based items, simple purchases
  • Items - Inventory items, items with stock tracking

Maximum Extraction Pages

Control how many pages are processed for multi-page documents:

  • 0 - Process all pages (default)
  • 1-10 - Limit to specified number of pages

ℹ️ Info: Limiting pages can speed up processing but may miss line items on later pages.

Extraction Provider Settings

Flux Capture supports multiple AI providers for document extraction. Choose the one that best fits your needs.

OCI Document Understanding

Oracle Cloud Infrastructure's built-in document AI:

  • Pros: Native NetSuite integration, no additional setup
  • Cons: May have usage limits based on your NetSuite edition
  • Best for: Organizations already using Oracle Cloud services

To enable:

  1. Select OCI as your provider
  2. No additional configuration required

Azure Form Recognizer

Microsoft's advanced document AI service:

  • Pros: High accuracy, excellent line item extraction
  • Cons: Requires Azure subscription and API key
  • Best for: Organizations needing maximum accuracy

To configure:

  1. Select Azure as your provider
  2. Enter your Azure endpoint URL
  3. Enter your Azure API key
  4. Click Test Connection to verify
  5. Save settings

Mindee

Specialized invoice processing API:

  • Pros: Purpose-built for invoices, fast processing
  • Cons: Requires Mindee account and API key
  • Best for: High-volume invoice processing

To configure:

  1. Select Mindee as your provider
  2. Enter your Mindee API key
  3. Click Test Connection to verify
  4. Save settings

Anomaly Detection Settings

Configure which validation checks Flux Capture performs. These help catch errors and potential fraud.

Duplicate Detection

Setting Description
Detect Duplicate Invoice Flag invoices with the same number from the same vendor
Detect Duplicate Payment Flag invoices matching vendor + amount + date

⚠️ Warning: Keep both enabled to prevent duplicate payments.

Amount Validation

Setting Description Default
Validate Line Items Total Check that line items sum to subtotal On
Validate Subtotal + Tax Verify subtotal plus tax equals total On
Validate Positive Amounts Flag negative amounts On
Detect Round Amounts Flag suspiciously round numbers Off
Detect Amount Outlier Flag amounts much higher than vendor average On

Date Validation

Setting Description Default
Validate Future Date Flag invoice dates in the future On
Validate Due Date Sequence Ensure due date is after invoice date On
Validate Stale Date Flag invoices more than 90 days old On
Detect Unusual Terms Flag payment terms that differ from vendor norm On

Vendor Validation

Setting Description Default
Detect Vendor Not Found Flag when no vendor match is found On
Detect Low Vendor Confidence Flag when vendor match is uncertain On
Detect Invoice Format Change Flag unusual invoice number patterns On

Required Fields

Setting Description Default
Require Invoice Number Flag documents without invoice numbers On
Require Total Amount Flag documents without a total amount On

Transaction Creation Settings

Control what happens when you approve a document.

Attach File to Transaction

When enabled, the original document PDF is attached to the created vendor bill.

  • On: Document attached to transaction record
  • Off: No attachment (saves storage)

Delete Document on Success

When enabled, the Flux Capture document record is deleted after successful transaction creation.

  • On: Clean up records after processing
  • Off: Keep records for audit trail

✅ Tip: Keep this off initially while learning the system, then enable to reduce clutter.

Submit Button Behavior

Configure what happens when you click the submit button for each transaction type:

Option Behavior
Save Creates transaction in saved (editable) state
Submit Creates and submits for approval
Create Only Creates without opening

You can set different behaviors for:

  • Vendor Bills
  • Expense Reports
  • Vendor Credits
  • Purchase Orders

Workflow Integration

Connect Flux Capture to your NetSuite workflows for automated routing.

Setting Up Workflow Integration

For each transaction type:

  1. Enter the Workflow ID of your approval workflow
  2. Enter the Action ID for the workflow action to trigger
  3. Save settings

When configured, approved documents will automatically enter your workflow.

ℹ️ Info: Ask your NetSuite administrator for the correct workflow and action IDs.

Form Configuration

Customize which fields are extracted and how they map to your NetSuite forms.

Accessing Form Configuration

  1. Go to Settings > Forms
  2. Select the transaction type (Vendor Bill, Expense Report, etc.)
  3. Use the editor to configure field mappings

Adding Fields

To extract data into a custom field:

  1. Click Add Field
  2. Select the NetSuite field
  3. Configure the extraction label (what the AI looks for)
  4. Set default values if needed

Removing Fields

To stop extracting a field:

  1. Find the field in the editor
  2. Click the delete icon
  3. Save configuration

AI Verification (Gemini)

Optional AI-powered verification provides an additional accuracy check.

Enabling AI Verification

  1. Toggle Enable AI Verification on
  2. Enter your Gemini API key
  3. Configure trigger mode:
    • Always - Verify every document
    • Smart - Only verify when confidence is below threshold
    • Never - Disabled
  4. Set confidence threshold if using Smart mode
  5. Test connection and save

Email Inbox Settings

Configure email-to-invoice functionality.

Your Capture Email Address

Each Flux Capture installation has a unique email address for receiving invoices. Find it in:

  1. Settings > Email
  2. Copy your dedicated inbox address
  3. Share with vendors or set up email forwarding

Configuring Forwarding

To automatically capture invoices from your existing email:

  1. Set up a forwarding rule in your email system
  2. Forward matching emails to your Capture address
  3. Documents will appear in your processing queue

See Email-to-Invoice for detailed setup instructions.

Saving Settings

After making changes:

  1. Click Save Settings at the bottom of the page
  2. Wait for confirmation
  3. Changes take effect immediately

⚠️ Warning: Some settings changes may affect documents currently in the queue. Review pending documents after making significant changes.

Resetting to Defaults

To reset all settings to defaults:

  1. Contact support@fluxfornetsuite.com
  2. Or reinstall the application (this will also clear learned data)

Next Steps

With configuration complete:

  1. Learn about the dashboard
  2. Explore all features
  3. Review troubleshooting tips