Business rule configuration and dynamic matching logic

Invoice matching rules

To provide a flexible and powerful invoice matching process, this solution uses a two-layered approach that combines a default setting in RPA with supplier-specific overrides managed by Infor ION Business Rules. This enables centralized control over matching logic without altering core automation.

This list shows the two-layered approach:

  1. RPA Arguments: Setting the default matching level

    The baseline for invoice matching is defined in the RPA configuration arguments. The header_line_matching field determines the default behavior for all incoming invoices:

    • Header: The system performs a header-level match, comparing the invoice total amount against the Purchase Order (PO) total amount. This is typically used for high-volume, trusted suppliers.
    • Lines: The system performs a line-level match, validating each invoice line, such as quantity, price, and charges, against the corresponding PO line for greater accuracy and control.
    • Expense invoice: The system processes the invoice as an expense invoice without performing PO matching. This is used for non-PO invoices where costs are allocated directly to general ledger accounts.
  2. ION Business Rules: Dynamic and supplier-specific overrides

    This solution uses ION Business Rules to dynamically override the RPA default setting for specific suppliers. This feature provides a centralized and adaptable way to manage matching logic. The Business Rule or Decision Matrix M3InvoiceProcessing_InvMatch_SendtoRC is included in the content pack and is deployed with the solution.

    For any given supplier, you can create a business rule row in the provided Decision Matrix that forces a specific matching behavior.

    This list shows the process:

    1. RPA applies the default matching level set in its arguments. For example, Header.
    2. RPA checks if an ION Business Rule exists for the supplier of the invoice.
      • If a rule specifies Override = Yes, the RPA switches its behavior.

        Example: If the default is Header but the rule for Supplier ABC specifies an override, the RPA performs a line-level match for that invoice.

      • If the rule specifies Override = No or no rule exists, the RPA continues with the default matching level, which is Header.

      This table shows the override behavior based on the default values:

      Default Override = Yes Override = No
      Header Lines Header
      Lines Header Lines
      Expense Invoice Header Expense Invoice

Invoice charge rules

A purchase order (PO) invoice can include additional charges such as freight, handling, or service fees. These charges are usually also added to the PO in M3. To automatically match invoice charges to the correct PO charge lines, the solution uses ION Business Rules and AI. Together, they identify the appropriate charge line on the PO and ensure that the invoice is matched correctly.

This list describes the matching process:

  • You can configure an ION Business Rule as a translation table to map supplier‑specific charge descriptions to internal M3 costing elements.

    For example, if a supplier uses the description Fuel Surcharge on an invoice, you can define a rule that translates it to the correct M3 charge code, such as External Fuel. This configuration enables accurate matching without manual effort. To achieve reliable results, Business Rules must be maintained over time.

  • If no matching rule exists for a specific charge description and supplier combination, the system uses AI to compare the invoice charge with existing charge descriptions on the PO in M3 and identify the closest match.
  • If neither the Business Rule nor the AI similarity check can identify the correct charge, the invoice is sent to the Review Center, where you can manually assign the charge.