If not all item lines can be matched with purchase order lines, it will be necessary to manually match the remaining lines.

Match lines

Color codes

A fully matched line will be displayed in green

Open

A partially matched line will be displayed in yellow , with the values that do not match shown in red.

Open

A line that has yet to be matched will be displayed in white.

Match
To match a line, simply click on the box to the left of the item line and in the box on the corresponding purchase line you want to match. Once the lines are selected, click Match.

Match multiple lines

If an item line is split into multiple lines, but you have only one line on your purchase order, you can select multiple item lines for one purchase order line.

It is also possible to match one item line with multiple lines on the purchase order.

Edit item lines

You can quickly edit the invoice's item lines by clicking on Edit Item Lines

Editing

It may be necessary to edit an item line if it has been entered incorrectly, for example. When editing is active, you can freely edit all lines that have not been fully matched yet.

Creating

You can create a new line by clicking on the plus sign (+).

Deletion

When editing is active, you can delete an item line by clicking on the trash can icon next to the item line.

Save changes

When you have finished editing, you need to click on Save item lines

Show invoice

If you need to add missing lines or edit existing ones while viewing the invoice, you can use the
Show Invoice button.

Then you can view the entire invoice while making edits and adding item lines.

Accept differences

If there is a difference between the invoice's item line and the purchase order, such as in the amount, the line will be highlighted in yellow. It will not be possible to export until all lines match or the difference has been accepted.

If you want to accept the difference, you can click on the purple lightning bolt icon.

It will also be possible to "close" the purchase order line in BatchFlow so that we do not attempt to match it with the line again.

Expense / Service

When an invoice arrives in BatchFlow and is matched, it will attempt to determine whether a line is an item line or an add-on. How this determination occurs depends on the associated ERP system.

Add-ons are indicated with the color blue.

If an add-on arrives as an item line, you can also easily convert the item line to an add-on.

If you’re using Uncionta you can check out additional information here: https://futurelinkdevelopment.atlassian.net/wiki/spaces/BFE/pages/1908179666

If you’re using SAP B1 you can check out additional information here: https://futurelinkdevelopment.atlassian.net/wiki/spaces/BFE/pages/1908179785

Rematch

If you wish to rematch everything (for example, after making changes to a purchase order or adding new inventory), you can click on the "Match" button at the top right to rematch everything.

Note that this will remove ALL manual matches and accepted differences on the invoice.

Split item lines

If you receive an item line that is grouped differently than your inventory (for example, a pallet with various items), you can split an item line.

When you select an item line, the Split Item Line button appears.

By default, it splits the item line into two equal quantities, but you can adjust both the quantity and price before finalizing the split.

If you mark multiple goods receipts, it will split the product line to match the goods receipts.

You can still adjust quantities and prices before finalizing the split.

After splitting, it automatically matches the lines.

Difference

In case the amount of your item line is higher than the inventory receipts you are splitting it into, you need to manually add the difference to the respective item lines. The amount to be distributed / difference can be seen at the bottom left.

Once the full item line amount has been accounted for, the split button becomes available. Any differences still need to be accepted as usual.

Show original product line

You can always view the original item line before it was split by clicking on the two arrows.

Cancel split

If you want to cancel a split, you first need to remove the match from all the split lines. After that, simply click on the three dots next to the item line and click Cancel Split.
This will consolidate the item lines back into their original item line.

Merging

When you have ordered one item, but the supplier has split it up more than your own inventory receipts, you can also merge item lines.

After selecting multiple item lines, the Merge Item Lines button appears.

By default, it takes the total quantity and the average unit price, but you can adjust both the quantity and unit price before finalizing the merge.

If you also select an inventory receipt / purchase order line, the button changes to Merge and Match

In this case, it will consolidate the quantities to match your inventory receipt and calculate the new unit price and line total accordingly.

And finally, it matches the line.

Any differences need to be approved as usual.

Show merged lines

You can always view the original item lines by clicking on the icon on the item line.

Cancel merge

If you want to cancel the merging, first remove the match from the merged line.

Then simply click on the three dots and select Cancel Merge of Item Lines.