Trade invoice matching

To expedite the process of matching invoices to purchase orders, you can set up controls that automate reconciliation. Based on tolerance allowances for invoice quantities and amounts, you can set up the system to determine if invoice and purchase order matching differences are significant enough to require a hold for review.

Matching tolerances are set up at the company level in SA Administrator Options-Vendors-Receiving and at the vendor level in Vendor Setup-Reconcile. When you perform Final Update in Vendor Invoice Center Entry, the invoice group is automatically reconciled, if any quantity or amount differences between an invoice and purchase order are within your defined tolerance levels.

Any purchase orders that cannot be automatically matched are not costed and inventory is not updated. You can view purchase orders that are outside of tolerance in Vendor Invoice Center Entry-Invoice Detail in the Purchase Order Headers and Lines grid.

Use this workflow to enable automatic trade invoice matching:

1. Set up matching tolerances for your company in SA Administrator Options-Vendors-Receiving.
2. Optionally, set up matching tolerances for each vendor in Vendor Setup-Reconcile.
3. Set up an invoice group in Vendor Invoice Group Entry.
4. Enter the purchase order in Purchase Order Entry.
5. Optionally, receive the inventory in Purchase Receipt of Inventory Entry.
6. In Vendor Invoice Center Entry:
   1. Enter the invoice for the group.
   2. Enter the purchase order.
   3. Reconcile the group. You can also run Vendor Entry Group Update/Reconcile Invoices Report.
   4. Resolve any reconciliation errors.
   5. Perform Final Update.