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.