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Handle discrepancies in matches

  • 4 min.

"We frequently receive invoices where the quantity or price doesn't match our purchase orders or receipts. It's frustrating and time-consuming to manually investigate and reconcile each discrepancy. Any help with identifying and resolving partial matches would help us get more accurate."

Ester, Accounts Payable at Cronus

Document Capture makes it easy to identify and deal with discrepancies. On the Invoice Matching page, you can see discrepancies between the received invoice and the other purchase documents – and adjust if you need to. You can also configure settings for maximum allowed variance, so that small fluctuations in amounts can be smoothly handled when you register the matched invoice.

Use the invoice matching page to work on discrepancies

You can use the Invoice Matching page to find matching discrepancies that might need your attention.

The Match Overview FastTab shows you the progress of the invoice matching.

The Purchase Receipt Lines FastTab and the Order Lines FastTab show you where there are discrepancies between the received invoice and the order or receipt, as defined by your configurations in the vendor template. These lines FastTabs will help you quickly see where the order lines differ from the invoice lines.

If a matching discrepancy in one of the lines FastTabs is blocking the document from being registered, you can use the Toggle Match action to manually add lines to the match, and/or adjust three of the fields:

  • Matched Quantity
  • Direct Unit Cost (Invoice)
  • Line Discount %

Consejo

You might need to add the Line Discount % field using the Personalize action in the settings menu.

Example A: Not matching for unit cost

In this example, line matching is configured to not match unit cost. Order or receipt lines that match other parameters, such as item number, are matched. The invoice in the image is fully matched to purchase receipt lines with a difference of zero because all invoice lines have an identified match, as configured. You can proceed to register the matched invoice without further action, thereby accepting the value in the Direct Unit Cost (Invoice).

Nota

Any discrepancies in unit cost for these matched lines are shown in red italics. This information can be used to update the relevant item cards so your future orders are more accurate, but it does not indicate that there is an error you need to resolve.

Invoice matching Line matching Unit cost No

Example B: Always matching for unit cost

In this example, line matching is configured to always match unit cost. When matched, order or receipt lines that match for unit cost are displayed in bold black text on the Purchase Receipt Lines (and/or Order Lines) FastTab. Lines that do not match for unit cost are not included in the invoice match total. The invoice in the image is not fully matched because there is an invoice line without an identified match, due to the requirement to match by unit cost. This matching difference must be resolved before the invoice can be registered. For example, use the Toggle Match action to manually match the additional line/s, and then adjust the Direct Unit Cost (Invoice) to match the value in the received invoice.

Invoice matching Line matching Unit cost Yes

More resources

Check your knowledge

      1. 

      On a vendor template for invoices, you have configured the Line Settings for Match Quantity to No. You then receive an invoice that has a lower quantity for only one item than on the purchase order (the rest of the invoice items match the order).

      What will you see in the Invoice Matching page?

      (Select 2 correct answers)