Automatic Purchase Invoice Matching
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Purchase invoices can be matched automatically on a title level to the application's internal requisitions or purchase orders that are imported from an external ordering system. Automatic purchase invoice matching is a paid additional feature.
Automatic matching requires that the company related to the purchase invoice is specified in the organization structure to use automatic matching. In addition, the purchase invoice must be identified to be related to an order by comparing the order number in the Order Reference field with the order number prefixes specified in the Purchase Invoice Settings. Furthermore, it must also be possible to manually match an internal requisition or external purchase order.
Automatic title level matching compares the total of the purchase invoice with the total of the received order rows in the order that matches the order number. Orders may be fully or partially received. Based on the comparison, automatic matching determines whether the purchase invoice can be matched automatically to the purchase order that was found:
- If the monetary total amounts match, the purchase invoice is matched to the order and the invoice status is changed to Processed. The posting rows of the order are imported as posting rows for the invoice.
- If the monetary total amounts do not match, the allowed tolerance specified in the Purchase Invoice Settings is applied. The difference between the total amounts is checked against the tolerance. If the difference falls within the tolerance, the purchase invoice is matched to the order and the invoice status is changed to Processed. The posting rows of the order are imported as posting rows for the invoice.
- If the order can be found but the monetary amount does not match and the difference is above or below the allowed tolerance, matching will not take place. In this case, the unsuccessful matching attempt is recorded for the invoice. When the invoice is saved, its status is changed to In matching.
- If the invoice cannot be found based on the Order Ref. value but the prefix matches an order, the invoice is saved and its status is changed to In matching.
The posting rows created in matching cannot be removed but they can be edited. In purchase invoice posting, the rows created based on matching are indicated with the icon 
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When the invoice status is In matching, it can either be matched manually by the administrator or sent to the approval workflow for standard processing by using the Transfer to workflow function. The invoice will receive the status "Saved". If there are default processors for the invoice, the invoice will be directly transferred to the relevant persons' task lists for processing.