Purchase Invoice Settings

Location: Purchase invoices > Purchase Invoice Settings

The settings on the Purchase Invoice Settings page affect how the purchase invoice creation and posting and the Order Matching function work. The order matching settings are available if the license contains the paid additional feature for purchase order matching.

The Settings Level option is used to determine which company or group of companies the settings affect. Additionally, it is also possible to edit the system level setting which is used if no company/group specific settings have been selected.

Create Purchase Invoice

The Function of invoice number link option configures how the Invoice Number link works. Invoice Number is a link shown on the page where you enter purchase invoices. Through this link you can open the latest invoices of the payer company and supplier selected for that particular purchase invoice in a new window. The purpose of this function is to make it easier to enter purchase invoices and to enable checking the supplier's previous invoices when entering a purchase invoice. The options are:

Show the supplier's previous invoices: Opens a new window which shows the company's or the supplier's newest invoices.
Check the uniqueness of the invoice number: Checks whether the company or the supplier has a previous invoice with the same invoice number. If matching invoices are found, they are all shown in a new window.
Check and show previous invoices: Checks whether the company or the supplier has a previous invoice with the same invoice number. If matching invoices are found, they will be shown in a new window. If invoices are not found, the company's or supplier's previous invoices are shown in a new window.

The number of invoices to show entry field is used to specify how many invoices are shown in a new window when using the selections Show supplier's past invoices and Check and show previous invoices.

Note: The search results of the Invoice Number link will show only those transactions which the user has the right to see. User's rights to transactions are specified in the Rights in Archive Search section of the Organization function.

Note: If the user's rights in archive search are for example User's Own Transactions (self-processed), the results page will only show the purchase invoices that the user has processed. When viewing the search results of invoices that are saved with the same invoice number, the user will not be able to view the invoices that the user has not processed.

The tax sum is shown in the topic option configures whether the Total Tax field is shown in the Create Purchase Invoice screen and the processing screen.

Show the tax sum difference if tolerance is bigger than entry field you can determine the threshold value for the difference between the invoice and posting row tax amounts. If the difference is higher than the set value, the user receives a notification during posting. The tax sum difference is in use if the The tax sum is shown in the topic option is enabled.

Order Matching

The Tolerance setting configures the tolerance that is used as the basis for purchase invoice approval in the Order Matching function. A supplier-specific tolerance can be configured in the supplier maintenance, on the Orders tab. Tolerance configured in the purchase invoice settings is used, if supplier-specific tolerance has not been configured for the supplier of the purchase invoice.

The approval can be based on a percentage or monetary amount as a comparison of the purchase invoice total and the total of the order rows that have been matched to that purchase invoice. If the difference between the two total amounts falls within the tolerance, the invoice is approved during matching. If the difference between the total amounts is above or below the set tolerance, the invoice is sent to the standard approval workflow. The options are:

Difference (percentage): The tolerance is specified as percentual threshold values for sums that exceed or fall below the target sum. The percentual threshold values can be set between 0 and 100.
Difference (sum): The tolerance is specified as monetary threshold values for sums that exceed or fall below the target sum. The monetary threshold values may not be negative.

The monetary threshold value is defined in the currency of the selected organizational level. If the threshold currency and invoice currency do not match, the sums are converted for comparability via the exchange rate register rates of the application. The threshold value is considered to have been exceeded if a suitable rate is not found.

Note: For additional information on importing and creating exchange rates, see Exchange Rates and Exchange Rates and Banking Days.

The Matching against goods receipts option configures whether the Order Matching function includes matching against goods receipts. If matching against goods receipts is enabled, the Order Matching function matches purchase invoices to the receipt row of the order. Otherwise, purchase invoices are matched to the order row of the order.

The Posting row description from purchase order option affects descriptions of purchase invoice posting rows created based on matching. If Posting row description from purchase order is in use, the description of the purchase invoice posting rows is retrieved from the line data of the order. Otherwise, the invoice supplier name is retrieved as the description of the purchase invoice posting rows.

In the Order number prefixes section, you configure the order number sequences in the ordering system that indicate if the purchase invoice is related to an order. Automatic title level matching is only possible if the order number prefix indicates that the purchase invoice is related to an order: the application will only send purchase invoices to automatic matching if the information in the Order Ref. field matches the prefixes specified under Order number prefixes.

Note: Automatic matching is also possible for the application's internal requisitions. In order to identify that a purchase invoice based on an internal requisition is related to an order and to send it to automatic matching, the Order number prefixes section must also specify the prefix for internal requisition orders.