Set up automatic matching of purchase documents
- 10 min.
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:
Navigate to a template card that you want to set up for automatic matching.
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.
| Match Invoice | Match Credit Memo |
|---|---|
| No | No |
| Receipt Only | Return Shipment Only |
| Order Only | Return Order Only |
| Receipt or Order | Return Shipment or Return Order |
Note
You can still manually match any line type no matter which options you choose. The options only define which line types are automatically matched.
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:
Navigate to the document journal.
Select the document you want to match automatically.
Select Home > Match Lines.
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.
Note
The process behind the Recognize Fields feature is also carried out automatically when you import a document, meaning that you only have to import a document to get it matched automatically, provided that all fields are recognized correctly during the import.
Video
In this video, you'll see how automatic matching of purchase documents is set up.
Note
This video was created in an earlier version of Document Capture, which means that some buttons and action items in the video are slightly out of date. For example, the Auto Match toggle mentioned in the video is now called Autorun Perform Match.