Invoices that are identified as order invoices and where the order lines are fully or partially delivered are presented in the queue Matching order.
The Item rows tab shows messages if the matching is ok or if any problems occurred.
Matching without deviations found
If the matching automatically or after adjustment according to below does not find any deviations, the matching message is displayed: No error when matching against order and that the amount at Still to allocate: is 0.00. The invoice can then be sent directly for payment (provided that you have not configured so that all order invoices must always be approved)
The system can be configured so that fully matched invoices are automatically sent for payment. This is done in the administration tool with the system parameter AllowAutoOrder.
The following measures/functions can be used to adjust an invoice that does not match the deliveries, a number of typical cases are described below - these are not comprehensive and variations occur depending on which purchasing system is integrated and how the integration is configured.
When editing a coding row or item row on a matched invoice, you must always click on the Perform control button to get a new matching result after the adjustments. The button is available both on the Coding row tab and on the Item rows tab.
In some purchasing systems, you may need to make adjustments to the order instead of making an adjustment to the invoice and when the adjusted order/delivery is updated in the invoice application, the invoice can be matched.
The invoice lacks item rows.
This may be because the invoice was received by the invoice application before the deliveries were transferred from the purchasing system.
Option 1: Click on the button Load rows from order whose function is precisely to retrieve all delivery lines that are on the current purchase order.
Option 2: Add rows manually
Click the New Row button and double-click in the order number field on the new row. A new form opens where the item rows with the current order number that are not linked to another invoice are displayed.
Select the rows that belong to the invoice by checking the box on the left of the row. Then select whether existing item rows should be retained or replaced and click the Copy button.
The sum of net coding lines does not match the invoice amount.
The remaining amount to be distributed is displayed on both the Coding rows tab and the Item rows tab - the same amount is meant and the distribution can, depending on the purchasing system, take place either by adjusting the amount on item rows or by creating new coding rows on the invoice.
If the matching difference is less than one unit in the current currency
If the matching results in a difference remaining that are less than one unit in the current currency (eg less than USD 1), this can be automatically coded by the system during the matching. For this to work, a coding suggestion must be set up at company level that is of the line type Öresavrundning.
There are markups on the invoice that are not on the purchase order in the form of e.g. shipping, packaging, pallet fee, etc.
Markups are handled in some purchasing systems by being coded as an expense on the account for shipping or packaging on the invoice, these coding rows must be approved manually. By setting up tolerance levels in the administration tool and creating a coding suggestion with the line type Markup, deviations within certain limits can be automatically coded, eg 5% of the invoice amount, however, a maximum of 50 currency units.
The unit price of the invoice is not the same as the unit price of the purchase order/delivery note.
If the invoice unit price deviates from the purchase order unit price but is correct and must be accepted, adjust the sum on the current row (not unit price which must be deactivated for editing - new unit price is calculated automatically when the sum is adjusted). Perform this check and adjustment on all item rows needed.
The invoice is a sub-invoice of several that refers to one of the order's partial deliveries and the matching has identified/retrieved lines from several/all deliveries on the order.
Check the invoice image and compare its specified item rows with the delivery lines that are retrieved to the invoice of the match. Remove redundant/incorrect rows that do not belong to the current invoice by clicking on the cross on the left of the item rows until the rows on the Item rows tab match the item rows in the invoice image.
The invoice is a collective invoice for several different purchase orders, of which only one is interpreted and used for the automatic matching.
Create a new item row by clicking the New row button and enter the next order number to be matched according to the invoice image. Double-click on the row and the form displayed will list all available deliveries that can be matched on the invoice.
Select the item rows that are relevant for the invoice and when copying, select the option Retain existing item rows on invoice. Repeat for the remaining order numbers that are on the invoice image until all item rows for resp. order numbers are retrieved. If necessary, make additional adjustments according to this guide if new matching deviations occur.
There are rows from the order linked to other invoices
If there are several invoices with the same order number, item rows belonging to the current invoice can be linked to another invoice and when this occurs, the button to the right of Load rows from order will be red. Click on that button to open a list of the invoices in question.
Click on an invoice in the list and then the Release Lines button on the invoice that opens.
When all rows belonging to the invoice have been released, click on the Load rows from order button and then on Perform control to make a new match.
Send invoice to the buyer for investigation/control and decision on adjustment
It is possible to configure the invoice application so that a matched invoice in the Matching order queue can be forwarded to the step Buyer and current purchasing manager who can then take over and do detailed assessments/decisions etc. for how an invoice should be matched or adjusted.
For such an invoice - select Forward and option Purchaser:
The purchaser of the order is pre-selected as the addressee, it is also possible for the purchaser to return an invoice to the queue Matching order in a corresponding way.