Automate invoice matching steps
- 4 min.
“Now that I’ve set up some invoice templates to find matches with orders, I’m hoping that Document Capture can automate more of the manual steps. For example, instead of spending time opening the invoice matching page to run the match, could this just happen automatically? That would also reduce the risk of missing invoices in the list.”
Ester, Accounts Payable at Cronus
You can set Document Capture to automate many of the manual steps involved in manual document matching. There are three key settings for automating steps in the matching process, which are all on the vendor's Template Card, on the Purchase Documents FastTab.
A. Autorun Perform Match: Run the Perform Match action automatically during the import of purchase invoices.
B. Match Order & Create Invoice as Invoice Registration Step 1: Add an automatic check before registering invoices to notify you when matching hasn’t been successful.
C. Auto-Approve Within Variance: If you pre-approve purchase orders, you can automatically approve matching invoices during registration.
Scenario
Ester at Cronus wants to automate the Perform Match action, so that incoming invoices are matched at the point of importing. Ester needs to:
- Enable Autorun Perform Match on a vendor template.
- Resolve comments, such as discrepancies in quantity or price.
Configure Autorun Perform Match
After you configure the Matching and Line Matching settings on a vendor template, you can also enable the Autorun Perform Match action on the template card. This automatically applies the matching settings during the import process for incoming invoices and shows comments in the document journal to let you know of the success of the match.
If an invoice is fully matched, you can go straight to registration. Otherwise, the comment will direct you to the issues that need your attention before the matched documents can be registered and posted.
To enable the Autorun Perform Match feature for an invoice, navigate to the vendor template card from the document journal:
- Select the relevant document in the list.
- From the Template menu, click Template Card.
- On the Purchase Documents FastTab, enable the option for Autorun Perform Match.
Nota
It is also possible to match received credit memos with return orders and return shipment documents, using the vendor template and the Match Lines action in the document journal.
Add automatic checks for matching
In cases where you have a requirement for invoice matching before registration, you can set an automatic check for matching.
For vendor templates that use line recognition for invoices, an unmatched invoice will produce an error message that prevents registration. For vendor templates that only match to the total invoice amount, a dialog box asks you to confirm if you want to proceed with an unmatched invoice.
Read more in the Continia Docs article about checks for matching before registration.
Automatically approve matched invoices
If you have already approved a purchase order, you can set up auto-approval for the matched invoice. This setting is part of the vendor template for purchase invoices.
Read more in the Continia Docs article about auto-approving within variance.
More resources
- Automatic document matching (Continia Docs article)