System logic used for matching overview

During setup, you define how specific the relationship between an invoice and a PO/receipt must be for a match to occur. The rules you define can be broad, requiring only that the total amount of your invoices match, within acceptable tolerances, the total amount of goods you received. Or, the rules can be specific, requiring an exact match between the actual items you were invoiced for and the actual items you received.

Primary rules for matching

You define three primary types of rules that the Invoice Matching application uses to match invoices and receipts:

  • You select a match pool option that determines how invoices and receipts are grouped together for matching. For example, do you want to group together all invoices and receipts for a vendor, or do you want to group only invoices and receipts for a specific purchase order? Match pool

  • You select a match level option that determines the level of detail to use when matching invoices to receipts. For example, do you want to match based on total amounts, or do you want to match items? Match level

  • You select a match type option that determines what type of match is attempted for invoices and receipts within a pool. For example, do you want a one to one match, or an all to all match between invoices and receipts in a pool? Match type

You select one match pool option for your company, but you can select up to 6 match levels and match type options that you group together in a rule group. The Invoice Matching application moves through your selections, in an order you select, looking for matches. You can use the same rules for your entire company, or assign different rules to each of your vendors.

Illustration: Using a match pool, match level option, and match type options to match invoices and receipts

More options for matching

You can use additional options to make the matching process more or less specific:

  • Define tolerances to let the system match transactions that do not have exact matching amounts. Tolerances can be defined as an amount or a percent. For example, you might be willing to accept matches where the difference between an invoice amount and a receipt amount is less than $1.00.

  • If you require matching at the detail level, you must define match classes. A match class is made up of elements, which each represent an important piece of information about the item.

  • The ability to create messages (for example, invoice, PO cost, and reconciliation).