Match pool options

A match pool is a group of invoices and receipts/purchase orders that are combined for the purpose of matching invoice lines to receipts. Setup details are what determine the receipts/purchase orders and invoices that are included in the pool by selecting a pool option. These are the available pool options:

  • Company/Vendor
  • Company/Vendor/Purchase Order
  • Company/Vendor/Purchase Order/Ship To

This list of options is presented from the least specific to the most specific. The more specific a pool option is, the smaller the match pool produced. Smaller match pools can improve the efficiency of the match process. Consider these examples of each pool option:

Scenario

ABC Company is opening two new restaurants. One of the new restaurants is located in Chicago and the other in Minneapolis. In preparation for the grand opening, ABC Company recently ordered a supply of dishware from Dish It Out, their wholesale restaurant supply vendor. They created three purchase orders:

  • PO 800Silverware: for an order of silverware for the Minneapolis location
  • PO 801Plates: for an order of plates for the Chicago location
  • PO 802Glasses: for an order of glassware for both the Minneapolis and Chicago location

Dish It Out was out of stock on the glassware, so the company sent that order in three shipments as the stock became available. This process resulted in two invoices and three receipts for PO 802Glasses.

Company/Vendor example

With the Company/Vendor match pool option, the match pool would include all of ABC's invoices and receipts for Dish It Out. This pool option is the only one that permits an invoice with multiple purchase orders associated to it to be processed correctly.

Company/Vendor/PO example

With the Company/Vendor/PO match pool option, the match pool includes only receipts and invoices for a specific purchase order, such as PO 802Glasses. This is the recommended pool option.

Company/Vendor/PO/Ship To example

With the Company/Vendor/PO/Ship To match pool option, the match pool is narrowed further. It now includes only receipts and invoices for a specific purchase order and a specific ship to location, such as Minneapolis.