Overview

When an EDI 850 Purchase Order (or any channel order) arrives in Luminous, the system automatically tries to match it to an existing Business Account before creating a new one. This article explains how that automatic matching works, how to configure your integration account's company mappings to prevent duplicates, and how to manually reassign the company on any existing sales order.

How Luminous automatically matches incoming orders to companies

When an order arrives from a trading partner, Luminous uses the following priority order to find the right Business Account:

  1. Email address match — If the order contains a customer email, Luminous looks for an existing contact (person record) with that email and links the order to their associated Business Account.
  2. Company name match — If the bill-to or ship-to address on the order contains a company name, Luminous searches for a Business Account with an exact matching name, then falls back to a case-insensitive match.
  3. New account created — If no match is found by either method, Luminous automatically creates a new Business Account using the company name (or email if no company name exists) from the order's address.

Tip: The best way to prevent duplicate accounts is to ensure your existing Business Account names in Luminous match exactly what your trading partner sends on their purchase orders.

Configuring company mappings on an integration account

For integrations that sync a company list (such as EDI, NuOrder, and similar B2B channels), Luminous provides a dedicated Companies tab where you can review and manage which channel companies map to which Luminous Business Accounts. This tab appears on integration accounts that have company-sync enabled.

Step 1 — Navigate to the integration account

  1. Go to Settings → Integrations.
  2. On your EDI trading partner integration account's row, click the Manage Products icon to open the account's management pages.
  3. Select the COMPANIES tab.

Step 2 — Pull the latest company list from the channel

Click Get Companies. This queues a background job to import the trading partner's company list into the mapping table. The process may take a few minutes — refresh the page when complete.

Step 3 — Auto-map companies by name

Click Auto-Map Companies. Luminous will scan all unmapped channel company records and automatically link any whose name exactly matches an existing Luminous Business Account. A confirmation message will appear when complete.

Step 4 — Manually map remaining companies

For any channel company that the auto-map could not match (shown with a blank LUM-COMPANY column):

  1. Click the cell in the LUM-COMPANY column for that row — it becomes an editable search box.
  2. Type part of the Business Account name to search your Luminous CRM.
  3. Select the correct Business Account from the dropdown.
  4. The link saves automatically and a success message appears.

You can filter the list to show only Not Mapped companies using the Map To dropdown to focus on what still needs attention.

Step 5 — Create a new Business Account for unrecognized companies

If a channel company does not yet have a matching Business Account in Luminous:

  • Single company: Click the menu icon (⋮) on that row and choose Create Business Account. Luminous creates a new Business Account from the channel company's data and links them automatically.
  • Multiple companies: Select the checkboxes on multiple unmapped rows, then click Bulk Actions → Create Business Accounts to create and link all of them at once.

Advanced: Normalizing company names before matching (Canonical Name Regex)

Some trading partners send orders with location-specific company names — for example, a retailer might send "TARGET DC 456" or "TARGET STORE 789" when you want all of those orders to match a single "TARGET" Business Account in Luminous.

Luminous supports a per-integration Canonical Company Name Regex setting. When configured, the system extracts the normalized company name from the regex's capture group before performing the CRM lookup.

Example: A regex of /^(TARGET) .+$/i would extract TARGET from any company name beginning with that word, routing all orders to your single TARGET Business Account.

This setting must be configured by contacting Luminous support, as it requires a PHP-compatible regular expression with at least one capture group.

Manually reassigning the company on an existing sales order

If a sales order was already created and linked to the wrong company (or no company), you can correct it directly from the sales order form.

  1. Open the sales order — go to Operations → Sales Orders, click the ⋮ menu on the order's row, and choose Edit Sales Order.
  2. In the order form, locate the Company field (on the Addresses tab of the Edit Sales Order dialog).
  3. Clear the current value and type to search for the correct Business Account by name.
  4. Select the correct company from the search results.
  5. Save the order.

When you save, Luminous updates the company link on that sales order. The order will also inherit certain settings from the newly linked Business Account, such as the fulfillment priority list and partial-order fulfillment preferences, if those are not already set on the order.

Summary

GoalWhere to act
Prevent future duplicates automaticallyEnsure Business Account names match what the trading partner sends; use Auto-Map Companies
Link an existing channel company to the right accountSettings → Integrations → [Account] → COMPANIES → edit the LUM-COMPANY cell
Normalize variant location names to one accountAsk support to configure a Canonical Company Name Regex for your integration
Fix the company on a specific past orderOpen the sales order form, update the Company field, and save