Match purchase documents manually

The process of matching invoices/credit memos to orders/return orders can be set up and carried out in many different ways. The simplest way to do it is by manually selecting which order/return order to match against each received document. This could be the preferred setup if you generally receive a small number of documents and decide on a case-by-case basis whether or not to match each of these. The default Document Capture configuration is already set up to handle manual matching, meaning that there's no need for configuration changes.

Manual matching is carried out from either the Invoice Matching page or the Credit Memo Matching page, depending on what type of document you want to match. To open one of these pages, follow these steps:

1. Navigate to the document journal.

2. Select the record with the document that you want to match.

3. On the Home tab, select Match Lines.

4. On the Invoice Matching page, all open order lines and purchase receipt lines for the vendor and currency are identified. Depending on how your business operates, you may want to only match against one line type, or against both (Purchase Receipt Lines and/or Order Lines).

   

At the top of the page, under the Match Overview FastTab, three fields with calculated amounts provide you with an overview of the progress of the matching process. The fields indicate the following:

5. To match the lines, simply select the line you want to match, and then select Toggle Match. This populates the Matched Quantity field with the outstanding quantity for the selected line. If this field already has a value, selecting Toggle Match will reset the value to zero.

When a line has been matched, the line text will turn bold to indicate the match:

By default, Document Capture will match the full outstanding quantity of the matched line. However, if you need to make adjustments, for example due to quantity or price discrepancies, you can manually edit the following fields:

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

For example, if you only want to perform a partial match, you can edit the Matched Quantity field for the order lines and/or purchase receipt lines that you want to partially match. This is typically done if, for example, you order ten items but only get invoiced for the first five, as the remaining five items will be invoiced at a later point.

In situations where you may need more details about some of the lines and their corresponding orders/purchase receipts before you can be sure which lines to match. To navigate to the relevant order/purchase receipt, select the line that you want to check, and then select Line > Card.

When the matching is complete and the difference is zero, navigate back to the document journal. The Comments section at the bottom will have a record saying Manual Match, indicating that the invoice has been matched manually.

Now, you can register the invoice.

In the next unit, you'll learn how to set up documents to be matched automatically.

Video

This video demonstrates how to match purchase documents manually.