Perform matches for purchase documents

“We have lots of orders, receipts, and invoices from the same vendor. It’s really hard for me to stay accurate when I have to work on two different pages in Business Central to match these documents, especially when some of the orders from the same vendor are very similar.”

Ester, Accounts Payable at Cronus

For each vendor template, you can set invoices to match orders and/or receipts. If Document Capture identifies an order number on a received invoice, it can then perform a match between documents. When a match is not recognized, or the match has a partial variance, you can manually adjust and set the match. In these cases, the Match Overview shows in real time the progress of your matching.

Scenario

Ester at Cronus is matching an incoming invoice with a purchase receipt. Ester needs to:

1. Configure the matching settings on vendor templates.
2. Use the Perform Match action.
3. Manually match orders and receipts when needed.
4. Create additional order lines from the Invoice Matching page.

Configure vendor templates for matching

The source template, such as a vendor template, defines how the Perform Match action finds related orders or receipts – and how invoice totals and lines are matched.

The Matching section includes settings for which documents to allow matching, depending on whether you have received an invoice or a credit memo. For invoice matching, you can choose to only match invoices to receipts, only to orders, or to orders or receipts.

The Line Matching section is available if you have also enabled Recognize Lines on the vendor template card. In these settings, the option “Yes – always” requires an exact match between documents for the relevant aspect, whereas “Yes – if present” requires a match only when an invoice line includes this information.

Perform line matches

You can start matching invoice lines directly from the document journal, or a document card. Use the Match Lines action in the Home action menu to open the Invoice Matching page.

1. Use the Perform Match action to apply the settings you have configured in the Matching section on the vendor template card, and optionally the Line Matching section.
2. You can manually select lines from either the Purchase Receipt Lines or Purchase Order Lines FastTabs. The lines shown on these FastTabs are filtered to show only the relevant vendor, and only in the same currency as the received invoice. Lines from the same order are grouped under the line with the order number listed. However, you can match lines on the same invoice to multiple receipt lines or order lines when needed. You can also use the Filter by Order Number action to narrow the range of information displayed on this page.
3. Use the Toggle Match action on the relevant FastTab to manually match each line. The F9 key is the shortcut for this action.
4. The Match Overview FastTab shows the progress of how much of the invoice has been matched, including:
   • The total amount that needs to be matched from the invoice.
   • The invoice amount that is matched so far.
   • The difference between the two amounts.

When the difference between the two Match Overview amounts is zero, you are ready to register the received invoice if there are no other error comments. You can also use the Invoice Matching page for showing discrepancies between order or receipt lines and received invoice lines, such as in unit cost, quantity, and discount.

Create a missing line on a purchase order

When the received invoice includes an unexpected line, such as an additional surcharge, you can create a purchase order line directly from the Invoice Matching page.

1. On the Document Lines FastTab, select the invoice line that is missing in the purchase order.
2. Open the Line action menu and click Create Line on Purchase Document.

More resources

• Manual document matching (Continia Docs article)
• Setting up line matching (Continia Docs article)

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