Creating match rules and match rule groups

Rule groups are used during invoice matching. Rule groups consist of individual match rules and are assigned to match tables. Rule groups can also be assigned to the vendor class, vendor, Match company for use with Messaging, and invoice.

The match option, Extended and Quantity, is designed to compare the total invoice quantity and the total extended cost to the total receipt quantity. This option is available for invoice-level matching.

  1. Select Financials > Payables > Match Setup > Match Rules.
  2. Click Create.
  3. Specify a Rule Group name and description.
  4. Specify the match rules.

    If you use invoice messaging, then you must have at least one rule with a detail match level. That rule is assigned to the Match Company.

    Match level
    Select a match level for this match rule. These are the options:
    • Detail Match. Detail match can use all match types, except All to All
    • Invoice Match. Invoice match can use all match types with IM
    Type
    Select a match type. These are the options:
    • One to One
    • All to One
    • One to All
    • All to All: Use only for invoice match
    Option
    Select whether to use extended cost, unit cost, or extended/quantity for comparison of tolerance amounts for each rule. Invoice Match uses the Extended Cost or the Extended and Quantity option.
  5. Click Tolerances to define match tolerances. You can define tolerances for matching and messaging tolerances and the type of invoice messaging you are using.
  6. In the PO Cost section, specify unit cost tolerance options for over and under differences.

    Match tolerances are used for all invoice types for the initial match. For example, a service invoice uses the match tolerance tab for its initial match tolerances. If the service invoice fails, then messaging tolerances are used, if those exist.

  7. In the Regular Match section, specify over and under tolerance options for cost and quantity.
    You have two tolerance options:
    • Choose both an amount and a percent
    • Choose either an amount or a percent

    Large under tolerances can potentially close your receipt line prematurely.

    If the Under Cost field is blank, then any invoice cost that is less than the receipt cost is not a match.

    Quantity tolerances are used only if the matching option for the match rule is set to Unit Cost. Define match rules in Rule Group.

  8. In the Reconciliation Match section, specify unit cost/quantity tolerance options for over and under differences. These are the messaging options:
    • Open Message: Select this check box to indicate that a message is created if the match is not within the under cost/quantity tolerances. This message works like other invoice messages.
    • Closed Message: Select this check box so that if the match is not within the under cost/quantity tolerances, a message is created and closed. No further action can be taken.
  9. In the Service section, specify unit cost/quantity service options for over and under differences.
  10. Click OK.
  11. Click Save.