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Vendor Claim Matching & Bank File Validation Logic

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Objective

Implement enhanced vendor claim matching logic to ensure proper priority-based attachment with Bank Files (Bank File) and Tentative Bank Files (Tentative Bank File), along with ERP push validations and optimized search filtering.

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1. Vendor Claim Matching Priority Logic

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Requirement

All vendor claims must first attempt matching with the Main Bank File (Bank File).
If no match is found in Bank File, then matching should be attempted with the Tentative Bank File (Tentative Bank File). Additionally:

• If a lead is already attached with a Tentative Bank File
• And later a valid Bank File entry is received for the same lead
• Then the system must:
  • Detach the Tentative Bank File association
  • Attach the lead with the Bank File record instead

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Matching Priority Flow

1. Search in Main Bank File (Bank File)
2. If match found:
   • Attach Bank File
   • Ignore Tentative Bank File
3. If Bank File match not found:
   • Search in Tentative Bank File (Tentative Bank File)
4. If Tentative Bank File match found:
   • Attach Tentative Bank File
5. If lead already attached with Tentative Bank File and Bank File becomes available later:
   • Replace Tentative Bank File with Bank File attachment automatically

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2. ERP Push Validation

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Requirement

Users should not be allowed to push cases to ERP if:

• Lead disbursal amount is greater than
• The amount available in the attached Bank File

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Validation Condition

If Lead Disbursal Amount > Attached Bank File Amount
→ Block ERP Push

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Expected System Behavior

• ERP push action should be restricted
• Proper validation message should be shown to user

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Suggested Validation Message

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ERP push is not allowed because the disbursal amount exceeds the attached Bank File amount.

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3. Allowed Business Categories for Matching

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Requirement

Only the following business categories should be considered during matching between Lead Forms and Bank Files.

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Allowed Categories

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Matching Restriction

System should:

• Consider only the above categories during Bank File/Tentative Bank File matching
• Ignore all other business categories

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4. Bank File Search Optimization (180-Day Filter)

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Requirement

While matching Lead Forms with Bank Files:

• Do not show or consider any Bank File records
• Which were received via webhook
• Earlier than 180 days from current date

This restriction is applicable only for the search engine layer to reduce load and improve performance.

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Purpose

• Reduce search engine load
• Improve matching performance
• Avoid unnecessary historical record scanning

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Note

If database load also increases in future, similar filtering logic can additionally be implemented at DB level.

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5. Expected System Behavior Summary

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6. Technical Considerations

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Matching Sequence

• Bank File matching must always execute before Tentative Bank File matching

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Reattachment Logic

• Existing Tentative Bank File linkage should be safely replaceable by Bank File

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Validation Layer

• ERP amount validation should occur before ERP API trigger

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Performance Optimization

• 180-day filtering should preferably be applied at search-query/index level

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Auditability

System should maintain logs for:

• Bank File attachment
• Tentative Bank File attachment
• Tentative Bank File replaced by Bank File
• ERP push validation failures