What is a Match Pool?
A match pool is a group of invoices and receipts/purchase orders combined for the purpose of matching, so you can match a specific invoice line to a specific receipt. You determine which receipts/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 / Purchase Order
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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 your match process. Consider the following 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, 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 allows 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 would include only receipts and invoices for a specific purchase order, such as PO 802Glasses.
Company / Vendor / PO / Ship To Example
With the Company / Vendor / PO 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.
