Here you can read about how our matching engine attempts to match an invoice's line items with purchase order lines / goods receipts.

The actual process will be influenced by the settings you have configured.

Definition of a goods invoice.

To enable automatic matching, the invoice must be marked as a goods invoice.
This is defined either by marking a creditor as a goods purchase creditor or by having the purchase order number on the invoice match an open order in the ERP system.

It is manually possible to change an expense invoice to a goods invoice.

If the invoice has not been automatically matched upon arrival, you can always click the match button after marking the invoice as a goods invoice and opening the match interface.

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Match explanation

The matching engine matches on these values:

• Creditor

• PO Number

• Item number (and item name groups)

• Quantity

• Unit price

• Unit

Partial invoices and quantity reservation
When something matches, it is reserved so that future goods invoices do not match the same purchase order line. If an invoice only includes a portion of the received quantity, the available quantity is reduced, so the next invoice can match the remaining quantity.

Base quantities
If the invoice is received via the OIOUBL or PEPPOL format, there might sometimes be a base quantity on the invoice if the item comes in packages of, for example, 100. This can normally lead to mismatched lines, but we try to match both the quantity and the calculated quantity based on the base quantity.

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Item name groups and business partner catalog numbers

If an item does not match directly on the item number, we also use item name groups as a reference to find the correct item for matching.