Match pool
A match pool is a group of purchase orders and invoices for the purpose of matching. You determine which purchase orders and invoices are included in the pool by selecting a pool option. Three pool options are available:
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Company / Vendor
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Company / Vendor / PO
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Company / Vendor / PO / Ship To
This list of options is presented from the least specific to the most specific. More specific pool options produce a smaller match pool. Smaller match pools can improve the efficiency of your 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:
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PO 800Silverware: for an order of silverware for the Minneapolis location
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PO 801Plates: for an order of plates for the Chicago location
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PO 802Glasses: for an order of glassware for both the Minneapolis and Chicago location
Dish It Out was out of stock on the glassware, and sent that order in three shipments as the stock became available. This 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 is the only pool option that allows receipts with multiple purchase orders associated to be processed correctly.
Company / Vendor / PO example
With the Company / Vendor / PO match pool option, the match pool would include only receipts and invoices for a specific purchase order, such as PO 801Glasses.
Company / Vendor / PO / Ship To example
With the Company / Vendor / PO / Ship To match pool option, the match pool is narrowed even further and now includes only receipts and invoices for a specific purchase order and a specific ship to location, such as Minneapolis.
