Automatic Matching Process

Automatic Matching Process

Automatic match process

The automatic match process matches PO invoices to approved purchase orders or receipts based on match rules.

Automatic Matching Rules

Open the list of automatic matching rules.

Match outcome

Successful match

In case all lines were matched the workflow continues to the Standard Oracle invoice validation. If the invoice is validated, no user interaction is required throughout the invoice workflow.

Partial matches and discrepancies

If the invoice is only partially matched (some lines are matched, some are unmatched) to a purchase order or if discrepancies occur, the invoice is sent for manual matching.

Improve intelligent matching

You can improve the matching process by adding alternative item mapping rules. This can also be done during manual match.

Automatic matching to receipts

These automatic matching rules can be configured to use subsequent rules for matching to receipts:

• Match Identify
• Match Identify Simple
• Supplier Item
• Line Description
• Simple Match

The logic behind the rules is not changed, meaning the logic for identifying the purchase order line to be matched against is unchanged. It is only the subsequent logic for identifying the correct receipt and the quantity allocation that is extended.

Note that some match to receipt rules applicable only for invoices with the type STANDARD.

Note that some match to receipt rules applicable only for invoices with the type CREDIT.

See Automatic match to receipts for details about matching to receipts.

Automatic Match Configuration

You can specify the default selection sequence for match rules used when matching PO invoices to purchase orders via the configuration parameter Automatch rules. There is a single predefined match rule sequences to select from. Selecting a sequence means that the rules for automatic matching are carried out on the order specified below.

Match Rule Sequence Configuration

You can define an Automatic Match Rule Sequence for each organization or on site level. The automatic match rules are defined and sequenced in the Configuration Manager in the Automatch rules configuration area. You can define any number of sequences, but you must select a single seqence pr. organization or for the site.

If you use both of the rules match all and match all 2 way, match all 2 way must be performed later in the sequence, since it is less restictive in the matching criteria involved.

Create a Sequence

To create a new sequence:

1. Type a sequence name in the Name field in the Sequence Table Menu.
2. Click Add in the Sequence Table Menu.
3. Select the created sequence.
4. Click Add in the Rule Table Menu.
5. Check the checkbox in the Include Rule column for the rules you want to include.
6. Click Done in the Rule Table Menu.
7. Use the Move Up and Move Down buttons to define the sequence. The rules are run from top to bottom.
8. Click Commit.

Enable a Sequence

To enable a specific Automatic Match Rule Sequence:

1. Navigate to the Parameter Management area in Configuration Manager.
2. Select the Matching category.
3. Create or edit a parameter settings entry for the configuration parameter Automatch Rule Sequence.
4. Set the level, level value, and optionally start and end date for the parameter.
5. Supply the Sequence ID for the desired sequence in the Parameter Value. Make sure the desired rule sequence is defined.
6. Click Save.

Disable Automatic Matching

To disable automatic matching:

1. Create a new Match Rule Sequence
2. Do not include any rules in the defined sequence, i.e. click Done and Save without ticking any boxes for match rules.
3. Enable the empty sequence for all organizations or on site level that should not perform any automatic matching.

Disable Automatic Match for Tax Differences

You can disable automatic match for invoices with tax difference via the configuration parameter Disable automatching when tax difference exists. If set to Yes, then if a tax difference is found between the invoice tax amount and calculated tax amount, then an invoice cannot be automatically matched. The check is performed after the automatic match procedure. If a tax difference exists, the invoice is sent for manual match.

This parameter setting only works with Oracle E-Business Suite 11i.

Applying automatic match hold

This requires configuration parameters: D4_AUTOMATCH_HOLD_NAME, D4_AUTOMATCH_HOLD_REASON

PROCESSIT applies specific automatic match hold if invoice was fully auto matched and at least one of the line was automatically matched with match rule configured to apply a hold. See picture ('Apply Hold' should be set to 'Yes').

Only and only one hold is applied per invoice. Hold is applied right after PROCESSIT is completed invoice import but before invoice validation. Hold management should be handled via Hold Setup configuration section.

Each separate automatic matching rule can be configured to apply a hold. Each separate match to receipt automatic matching rule can be configured to apply a hold and automatic matching rule configuration does not applies to match to receipt rules (see picture - automatic matching rule Line Description has apply hold set to Yes, however subsequent match to receipt rules MR01 and MR05 have apply hold set to No). By default hold is not applied.

Additional Approval for 2-Way PO invoices

You can configure an Additional Approval check prior to invoice import.

Complex Matching

A complex match is when a PO shipment line has multiple distributions.

To find the relevant distributions to match to the invoice line, the automatic matching process compares what is received to what is delivered on all shipments.

Matching types two-, three- and four-way play a role here.

1. If the sums of all lines delivered and all lines received are not equal, the the invoice is sent for manual matching.
2. If sums are equal, the process identifies the sum of available delivered quantity (delivered - billed-cancelled). If this sum is equal to invoice line quantity, then this is automatically matched to all eligible distributions within all shipments.
3. If this sum is not equal to invoice line quantity, then the process looks for an eligible sum of quantity for all two-way (only) shipment lines (ordered - billed - cancelled). If this sum is equal to invoice line quantity, it is automatically matched to all eligible distributions within 2-way shipments.

Send invoice for automatic matching

You can launch the automatic matching procedure for an invoice from task details if the feature is enabled by the configuration parameter Enable return to automatch action in task detail. This way you can re-send invoices with corrected information to be handled by the configured automatic matching procedures according to your matching rules.