Set up automatic matching of purchase documents

Document Capture can automatically match invoices to their related orders/purchase receipts. To set this up, you must define which line types Document Capture should automatically match against:

1. Navigate to a template card that you want to set up for automatic matching.

2. Under the Purchase Document FastTab, you can configure configure the Matching fields.

   

Switch on Autorun Perform Match if you want the automatic matching to be performed automatically when documents are recognized. When the toggle is switched off, you must manually trigger the automatic matching by selecting Perform Match on the Matching page.

This means that automatic matching can be performed with Autorun Perform Match either on or off – the actual enablement of automatic matching is determined by the fields Match Invoice and Match Credit Memo.

In the fields Match Invoice and Match Credit Memo, specify the lines types invoices and credit memos that you want to automatically match against. The default values of these fields are No, which leaves automatic matching disabled, but you can enable it by selecting one of the following options instead.

Whenever an invoice is matched automatically, it’s strongly recommended that you provide your vendors with your internal order number and ask them to print it on their invoices. This ensures that Document Capture matches the invoices against the correct orders/purchase receipts, whereas if no order number is printed on an incoming invoice, Document Capture will match it against the first identified order/purchase receipt whose total amount matches that of the invoice. This can result in incorrect matching if you have multiple open orders with the same total amount.

Trigger automatic matching

To match an invoice automatically with the Autorun Perform Match feature switched off, follow these steps:

1. Navigate to the document journal.

2. Select the document you want to match automatically.

3. Select Home > Match Lines.

4. Select Perform Match.

Document Capture will automatically match the invoice against the order/purchase receipt that's printed on the invoice. Just as with manual matching, the lines that are automatically matched will turn bold. In the document journal, the comments section will show what order/purchase receipt the invoice was matched with:

If, for some reason, you want to edit the automatic matching, you can use the Toggle Match actions described in the Manual Match unit or manually adjust the Matched Quantity field.

Automatic matching during field recognition

To match an invoice automatically with the Autorun Perform Match feature switched on, you simply have to select Recognize Fields in the document journal. The exact same matching procedure as the one described above will then be carried out.

Video

In this video, you'll see how automatic matching of purchase documents is set up.