Reconciling at the invoice level

Use this procedure to match invoices to receipts at the invoice level.

Before you can match invoices, all lines must be in a match set.

Complete these steps to reconcile invoice or invoice line level matches.

  1. Access the Invoice Match page.

    The page displays invoices and receivers.

    The automatic match functionality will put any evenly matched items into a match set in the Sets table at the top of the page. Items must have the same item number, quantity, cost, and unit of measure to be automatically matched. To review the set, click it. The View Set page displays the automatic set.

  2. In the Invoices table, select the invoices that you will match to the receivers.

    The invoice that you select will be moved to the top of the list and become part of the working match set. You can view a summary of the working set in the Working Set table.

  3. In the Receivers table, select the receivers that you will match to the invoices that you selected.

    The receipt that you select will move to the top of the list and become part of the working match set. You can view a summary of the working set in the Working Set table.

    Note: You can resize the Invoice and Receivers tables both vertically and horizontally.
  4. Optionally, if you have the Add-On Cost functionality, then you can view the AOC for an individual invoice or receipt.
  5. Optionally, you can create a chargeback on an invoice. Click the chargeback icon in the line. The Chargeback page lets you enable the chargeback and specify a reason code on the system-generated chargeback.
  6. To move invoices and receivers from the working set and create a set, click Create Match Set.

    The match set displays in the Sets table.

  7. Optionally, if you have the Add-On Cost functionality, then you can view AOC for the set.
  8. Optionally, to review a match set, click the set name in the Sets table. The View Set page displays the set.
  9. Optionally, if you have the Add-On Cost functionality, then you can perform a chargeback for specific add-on costs on the invoice. Click the Add On Cost icon. The Add On Cost page is displayed and you can select to chargeback all or create chargebacks on individual invoices.
  10. Optionally, to create a chargeback for the discrepancy amount, select the Chargeback Total Discrepancy check box.
  11. When all invoices are in a set, click Match.

    When the match is complete, you will see a message indicating the match completed. If a chargeback was created, then the message Match with Chargeback displays. If there are discrepancies, then the message Matched out of Tolerance displays. If a reconciliation message is created, then the message Reconciliation Message Created displays.

    See the information about reconciliation messages in the Invoice Matching User Guide.