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.

   For any given supplier, you can create a business rule 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.

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

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

Invoice charge rules

Additional charges such as freight, handling, and service fees are automated using ION Business Rules and configurable logic.

This list shows the scenarios:

• An ION Business Rule can be configured as a translation table to map supplier-specific charge descriptions to internal M3 Costing Elements.

  Example:

  If a supplier uses Fuel Surcharge on invoices, you can create a rule that automatically translates Fuel Surcharge to the correct M3 Costing Element such as FSCHG. This method ensures accurate booking without manual intervention.

• If no Business Rule exists for a charge description, AI is used to perform a similarity check against PO charge descriptions.
• If all fallbacks fail to identify the charges, the invoice routes to the Review Center.

Business rules translate free-text charges from invoices, such as freight charge, into the correct M3 charge code. This feature enables locating the charge code automatically instead of relying on manual updates.