Configuring match rules and match rule groups

Use match rule groups to organize the rules about how the match is performed for your organization. The rule group with its attached rules and tolerances are essential to a successful Match process.

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 messaging, and invoice.

Creating match rules and rule groups

Select Match > Administration.
In the Setup panel, click Match Rules.
Click Create.
Specify a Rule Group name and description.
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 Invoice Match or Detail Match. Use Detail Match unless multiple POs to a single invoice are included in the match process. For Invoice Match, the receipts that are associated with the PO and invoice are closed.

Type
Select the type of matching from invoices to receipts. These are the options:
- All to One: All invoices to one receipt
  This selection is used to match multiple invoices to a single receipt. The receipt remains open for additional invoices if the open to match quantity on the receipt isn't exceeded.
- One to One: One invoice to one receipt
- One to All: One invoice to multiple receipts
Option
These are the available options:
- Extended: The total of the invoice line is considered, but differences in the unit of measure (UOM) aren't considered for this option. For example, a line or 5-20 and 1-100 would both match. This rule can also be used for invoice match and only the total amount of the PO or receipt and invoice is considered.
- Unit Cost: We recommend that for detail match, to use unit cost because cost, quantity, and UOM are considered.
- Extended and Quantity: This option is for the Invoice Match level. The total of the PO and invoice and the total quantity are considered.
Click Save.

Defining match tolerances

Match tolerances are considered when evaluating differences in the cost and quantity between the invoice and the PO or receipt. The tolerances are the maximum difference by which the invoice cost or quantity can exceed the PO cost or receipt quantity without generating a message or matching. If the difference exceeds the tolerance, a message is generated or the match fails.

Select Match > Administration.
In the Setup panel, click Match Rules.
Open a match rule.
Click Tolerances on a match level.
To define PO cost tolerances, regular match tolerances, and tolerances for reconciliation messages, click the Receipt tab:
1. In the PO Cost section, specify the Amount, Condition, and Percentage fields for the over and under unit costs.
  
  These tolerances are evaluated when adding an invoice and comparing the invoice cost to the PO cost.
2. In the Regular Match section, specify the Amount / Quantity, Condition, and Percentage fields for the over and under costs and the over and under quantities.
  
  The match is performed online or using the auto-match process.
3. In the Reconciliation Match Messaging section, specify the Amount / Quantity, Condition, and Percentage fields for the over and under unit costs and over and under quantities.
  
  These tolerances are applied to invoices that are in the reconciliation work list.
4. To create open or closed reconciliation messages during cost and quantity mismatches, select either the Open Message or the Closed Message check box.
  
  You can specify a reason for the reconciliation message.
On the Service tab, in the Service By Quantity section, specify the Amount / Quantity, Condition, and Percentage fields for the over and under unit costs and over and under quantities.
In the Service By Amount section, specify the Amount, Condition, and Percentage fields for the over extended cost.

To define add on charge tolerances, click the Add On Charge tab:

In the Miscellaneous Add On Charge section, specify the Amount, Condition, and Percentage fields for the over and under costs.
In the Line Add On Charge section, specify the Amount, Condition, and Percentage fields for the over and under unit costs.

In the Spread Add On Charges section, select the Spread Add On Charge Option.

These options are available:


Option	Description
Use Line Add On Charge Tolerances At Line Level	This option indicates that the tolerance check is at the line level. For example, a spread add on charge for $50 where a PO line has a quantity of $10 gives a unit cost of $5 for that spread AOC. If the invoice spread Add On Charge is changed to $60, the unit cost on the invoice is $6. The tolerance checking is against the difference of $6 and $5, which equals $1. If the line level tolerance is less than $1, the invoice doesn't match. If it's greater than $1, the match succeeds.
Use Miscellaneous Add On Charge Tolerances At Header Level	This option indicates that the tolerance check is at the header level. For example, the purchase order has a spread AOC for $50, and the invoice spread AOC is changed to $60. The tolerance checking is against the difference of $60 and $50, which equals $10. If the miscellaeous tolerance is less than $10, the invoice doesn't match. If it's greater than $10, the match succeeds.

Click Save.