PO line determination

After the item is identified:

  • The match is validated within the context of the Purchase Order (PO).
  • The corresponding PO line number is determined.
  • Standard matching and validation logic is applied to continue invoice processing.

When multiple candidate PO lines are found, additional selection logic is used during invoice matching.

Selection logic for multiple matching PO lines

In some cases, a PO may contain multiple lines that match the same invoice line. For example, this occurs when the Item Code, Supplier Item Number, PO Line Item Name, PO Line Description, price, quantity, and Quantity U/M are identical across more than one PO line.

When multiple candidate PO lines are identified, a deterministic selection logic is applied to determine the most appropriate PO line, ensuring consistency and accuracy. The correct PO line is then determined using this sequence:

  1. Exclude already invoiced PO lines

    PO lines that are already invoiced are excluded from consideration.

  2. Prefer received but not invoiced PO lines

    PO lines where goods are received but not yet invoiced are prioritized.

  3. Apply status-based prioritization

    If multiple eligible PO lines remain, the PO line with the highest applicable status is selected.

  4. Apply deterministic tiebreaker

    If multiple PO lines meet all criteria and have the same status, the PO line with the lowest line number is selected.

Example scenarios

Scenario 1: Excluding already invoiced lines

  • Two PO lines exist for the same item.
  • One PO line is already invoiced.
  • The invoiced line is excluded, and the remaining eligible PO line is selected.

Scenario 2: Status-based prioritization

  • Multiple PO lines are received and not invoiced.
  • The PO line with the higher status value is selected.

Scenario 3: Same status on multiple PO lines

  • Multiple PO lines have the same status and eligibility.
  • The PO line with the lowest line number is selected.

Exception handling

If no suitable PO line can be identified after applying the selection logic, the invoice is routed to the Review Center.

To complete the matching:

  • Select the appropriate PO line.
  • Verify the remaining attributes such as M3 item number, price, quantity, and unit of measures.

After completing these steps, you can resubmit the invoice for processing.

AI-powered fuzzy matching for PO lines

In addition to exact matching against PO details, the solution uses AI-powered fuzzy matching to identify the correct PO line when an exact match on Supplier item number, PO item name, or PO item description is not found. This method compares invoice line descriptions, item names, and product specifications, such as dimensions, color, and size against PO line data to determine the most likely match.

The AI matching process follows these steps:

  • Compares the invoice line description against the PO line Supplier item number (SITE), PO item name (PITD), and PO item description (PITT).
  • Calculates a similarity score for each candidate PO line.
  • If the similarity score meets or exceeds the configured confidence threshold, the match is automatically applied.
  • If the score falls below the confidence threshold, the invoice is routed to the Review Center for manual confirmation.

The default confidence threshold is set to 70%. This threshold is defined during AI quest deployment and is not configurable through RPA user or process arguments. If a different threshold is required, it must be adjusted during the AI quest deployment process.

The system first attempts an exact match on PO details; AI-based fuzzy matching is applied only when no exact match is found.

This enhancement improves automation rates where supplier item references are unavailable, inconsistent, or do not match exactly with the PO line descriptions maintained in M3.