Matching a Purchase Invoice with the Application's Internal Order

Matching a purchase invoice can be performed on the application's internal orders whose status is Received or Ordered. If the transaction's status is Ordered, at least one order row of the transaction needs to be marked as received. Partially received will be deemed sufficient, i.e., if part of the ordered amount on an order row has been marked as received.

Matching can be performed on the title information of the orders or on individual order rows. One purchase invoice can be matched manually to several separate orders, either by title or by row. Respectively, several purchase invoices can be matched to one order.

The Order Matching Function

Retrieving Orders

If the purchase invoice's Order Ref field contains an order number, the application will automatically retrieve the purchase invoice supplier's requisitions that match the order number, and open them on the Order Matching screen. Application retrieves all the same supplier's transactions whose order numbers start with the purchase invoice's Order Ref field data and whose status is Received or Ordered and at least one item is received.

If the Order Ref field is empty or if no requisition proposal matches this order number, the application will open all the purchase invoice supplier's requisition proposals whose status is Received or Ordered and at least one item is received.

The user can search for transactions by entering the order number or the first part of it in the Order Number search field and clicking Update. The user can also change suppliers by selecting the desired supplier from the Supplier drop-down menu. The Supplier drop-down menu shows all the suppliers, who have requisition proposals in the workflow, in the supplier list of the purchase invoice company. In the Matching Status dropdown, the option Open displays the orders that can be used for matching at the time. The option All displays all orders.

Note: The option Open does not display partially received orders if all received rows are matched because further matching for that order is not possible at the time. The order will become visible with the option Open when additional products are received for the order and can be matched.

Selecting Rows for Matching

The beginning of each transaction's title row contains a Match button. Each transaction row contains an Expand button for showing the transaction's order rows under the selected title row. The beginning of each order row also contains a Match order row icon.

Note: The Unit Price, Net and Matched Amount fields on the order row are input fields, which show by default the order's unit price and number of items available for matching. You can edit the data in these fields, if the invoice's unit price and delivered amount differ from the data on the order row. The data in the other columns is not editable.

The selection for matching is done by clicking the Matching button on the desired transaction row, either on the title or the order row. The function can be repeated for several rows if several transactions need to be matched in the same purchase invoice. The selected rows will be shown in the Orders to be Matched section.

In the start of each row there is a Cancel button in the Orders to be Matched list. It can be used to cancel the matching of the selected row, in which case the selected transaction row will disappear from the Orders to be Matched sections. A transaction row removed using the Cancel button can be re-selected for matching by repeating the selection for matching.

Matching

The Match button marks the transactions in the Orders to be Matched list and their order rows as matched, and returns to the purchase order posting state from the Order Matching view.

The Match, approve button marks the transactions in the Orders to be Matched list and their order rows as matched, and returns to the purchase order posting state from the Order Matching view. The last processing step of the purchase invoice is marked as processed, i.e. the purchase invoice status changes to Processed. The button remains visible if Requisitions, Approval when matching has been enabled in the user profile. The purchase invoice is marked as Processed based on matching. The user performing the matching does not need to have the rights to process the last processing step of purchase invoices.

The posting rows of the matched transactions will be imported to the purchase invoice. The Purchase Invoice Settings function is used to define whether the posting row description is retrieved from the line data or if the purchase invoice supplier name is imported as the description. If there is a posting field for which no value can be imported from the order row posting, the missing values will be searched based on the purchase invoice automatic posting logic. 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 .

The Cancel button closes the Order Matching view and returns to the purchase invoice posting screen. No changes will be saved, and the Orders to be Matched will revert back to their previous status.