Automatic Matching Rules

Rules that can be used during the automatic matching of invoices to purchase orders.

Line Description

This rule is extension of Match Identify rule. It loops through invoice lines and compares line description to PO line description.

Match All

Compares the invoice net amount with the amount eligible for billing on the referenced PO. If the amounts are equal the invoice is matched to the PO. The matching process deletes all initial invoice lines and generates new invoice lines using quantity and unit price from PO distribution lines. The quantity used is the quantity eligible for billing.

Match All also can handle match to receipts. It loops attempting to find the receipt(s) matching the quantity*unit price equal to the amount eligible for billing on the referenced PO. This is done for any combination of open receipts.

In case of multiple po distributions per po shipment line quantity received and quantity delivered should be equal. Otherwise the invoice is send for manual matching.
In general, invoices should be processed prior to a credit memo against the same receipt. In case the automatic match of a credit memo succeeds prior to the invoice being processed, the credit may be rejected during import into Oracle as you cannot reduce the total quantity billed below zero.
Default automatic matching sequences cannot be changed or updated.
After you added new automatic match rule you have to save changes before you can add subsequent match to receipt rules.

Match All 2Way Rule

Match All 2-way acts like Match All, meaning that if the totals matches, a match is made. Match All 2-way uses the quantity not yet billed to the Purchase Order, regardless if the purchase orders is marked as 3way, where it checks how much has been received, bypassing 3-way settings.For 3-way matching, the available quantity is received minus billed, which is the quantity available for matching the invoice to the Purchase Order. 3-way matching is determined by the Purchase Order supplier reference.

Match Identify

Loops through invoice lines and compares invoice line description and item numbers to PO line description and item numbers. For PO lines with matching descriptions or item numbers determine quantities eligible for billing according to match criteria (2-, 3- or 4-way) at PO distribution line level. It then sums up the quantities over all the PO distribution lines under the PO line and compares with the invoice line quantity. If the quantities are equal it matches the invoice line to the PO distributions. The matching process deletes the initial invoice line and generates new lines using the quantities eligible for billing from the PO distribution lines. The unit price is taken from the initial invoice line.

Match Identify Simple

MATCH_IDENTIFY identifies one po-line only as match candidate for the invoice line. The po-line has one underlying po-distribution line only. The rule then matches the full invoice line quantity and unit price to that po-distribution line, regardless of match criteria.

Over Bill Within Tolerance Match

This rule is only in effect if an Invoice Net Amount is higher than the referenced Purchase Order's Net Amount. The Net Amount for the purchase order is the total amount for unbilled items. The Over Bill rule can be applied to invoices with a single or multiple lines, and works with purchase orders with a single or multiple lines.

If an invoice is matched via Over Bill, PO reception is not taken into account. When using the Over Bill rule for automatic matching, the imported invoice data is taken from the references purchase order.

The rule compares Purchase Order Net Amount to the Invoice Net Amount. If the Invoice Net Amount is higher than the Purchase Order Net Amount, the difference is evaluated by a set of Tolerance settings.

A Difference = Invoice Net Total Amount - Purchase Order Net Amount ((unbilled Quantity x Unit Price)
B Tolerance sum = (Q + (Q x q)) x (P + (P x p)) - PO
M = Maximum Shipment Tolerance
Invoice is automatically matched if: A < B and A < M

If the total difference is lower than both Tolerance calculations, the invoice is automatically matched to the referenced purchase order.

The match result for invoice matching via the Over Bill Within Tolerance rule is performed like this:

Always uses the Purchase Order Line information as master
The invoice line information is disregarded and PO data is used instead.
Makes a full match over all Purchase Order Distributions.
Splits the amount difference to invoice lines without purchase order references.
- The number of lines created is equal to the number of Purchase Order Distributions.
- The line description for the created lines begins with Difference.
- The lines have no quantity or unit price, but do have the calculated amount.
The difference amount is distributed over the created invoice lines according to the percent of the Purchase Order Distribution Amount of the total Purchase Order Amount.
The created invoice lines have the same accounting applied as their corresponding invoice lines, but without the purchase order reference(s).
The created invoice lines does not require approval and are imported to the ERP system with the rest of the invoice.

PO Line Number

This rule matches invoice lines to Purchase Orders based on the Purchase Order Line Number found for each line on the invoice. You can utilize the Mapping Tool to map captured purchase order line numbers to fields that are picked up by PROCESSIT. You can use any XML tag to map this field.

Simple Match

If the invoice has one line only referencing a purchase order with one distribution line only then the invoiced line quantity and unit price are matched to the PO distribution line.

Supplier Item

This rule is extension of Match Identify rule. It loops through invoice lines and compares item numbers to PO item numbers.

Under Bill Match

The Under Bill automatic match rules only works with Purchase Orders that have a single line with a single distribution. The invoice can have multiple lines.

If an invoice is matched via Under Bill, PO reception is not taken into account. When using the Under Bill rule for automatic matching, the imported invoice data is taken from the references purchase order.

If the referenced Purchase Order Net Amount is greater than or equal to the Invoice Net Amount, and the Invoice Unit Price is lower than the Purchase Order Unit Price, the invoice is matched to the purchase order. The invoice lines are combined to a single line that uses the Purchase Order Unit Price, and with the Unit Quantity adjusted to match the Invoice Net Amount.

The calculations for Under Bill:

A = Available Purchase Order Net Amount (unbilled Quantity x Unit Price)
B = Invoice Net Amount (without tax)
Invoice is automatically matched if: A ≥ B

The match result for an invoice matched with invoice is always a single matched line with the unit price fixed from the purchase order. The Quantity for the match result is calculated based on Invoice total divided by Unit Price:

Quantity = Invoice Total / Purchase Order Unit Price

Unit Price

When using this rule, the invoice line unit price is tested against the PO shipment lines unit price. Quantity can be split into several identifications lines to match with different PO distributions.

Match to Receipt Rules

Rules that can be used to match invoices to receipts during the automatic matching process.

MR01 Exact Qties

Total quantity on open receipts for identified PO line is equal to quantity on the invoice line.

2 receipts : 60 and 40
Invoice line quantity=100

RESULT: Match all

MR02 Ex/act Fifo

Total quantity on open receipts for identified PO line is greater than quantity on the invoice line – Case 1.

3 receipts : 60, 40 and 10
Invoice line quantity=100

First Receipts are equal to the invoice line quantity

RESULT: Match by FIFO (receipts 60 and 40)

MR03 First exact combination

Total quantity on open receipts for identified PO line is greater than quantity on the invoice line – Case 2.

3 receipts : 60, 40 and 39
Invoice line quantity=99

First Receipts are not equal to the invoice line quantity.

RESULT: Search for the first suit receipts (60 and 39)

MR04 First exact combination or FIFO

Total quantity on open receipts for identified PO line is greater than quantity on the invoice line – Case 3.

3 receipts : 60, 40 and 30
Invoice line quantity=115.

No combination equals the invoice line quantity.

RESULT: Match by FIFO (receipts 60, 40 and 15).

MR05 Overbill to first

Total quantity on open receipts for identified PO line is less than quantity on the invoice.

2 receipts : 60 and 40
Invoice line quantity=120

RESULT: Match all to the open receipts and the remaining on the first receipt (receipts 80 and 40).

Match to Receipt Rules - Credit

For Credit memo calculations it will not be the receipted quantity on the receipt, but rather what has been Returned to supplier (Receiving returns) that will be used in the calculation in order for the automatic match to succeed.

MR06 Exact return qty equal to invoice qty (CREDIT)

Total quantity of returned to supplier on open receipts for identified PO line is equal to quantity on the Credit memo line.

2 receipts (returned to supplier) : 60 and 40
Credit memo line quantity=100

RESULT: Match all

MR07 Exact LIFO. Invoice type (CREDIT)

Total quantity of returned to supplier on open receipts for identified PO line is greater than quantity on the Credit memo line – Case 1.

3 receipts (returned to supplier): 60, 40 and 10
Credit memo line quantity=50

Returned to supplier on last Receipts are equal to the credit memo line quantity

RESULT: Search for the first suit receipts Match by LIFO (receipts 10 and 40)

MR08 First exact combination. (CREDIT)

Total quantity of returned to supplier on open receipts for identified PO line is greater than quantity on the Credit memo line – Case 2.

3 receipts (returned to supplier) : 60, 40 and 39
Credit memo line quantity=99

Returned to supplier on last Receipts are not equal to the credit memo line quantity

RESULT: Search for the first suit receipts Match by LIFO (39 and 60)

MR09 First exact combination or LIFO. (CREDIT)

Total quantity of returned to supplier on open receipts for identified PO line is greater than quantity on the Credit memo line – Case 3.

3 receipts (returned to supplier) : 60, 40 and 30
Credit memo line quantity=115

No combination equals the credit memo line quantity.

RESULT: Match by LIFO (receipts 30, 40 and 45).

MR10 Overbill to last return. (CREDIT)

Total quantity of returned to supplier on open receipts for identified PO line is less than quantity on the Credit memo line.

2 receipts (returned to supplier) : 60 and 40
Credit memo line quantity=120

RESULT: Match all to the open returned to supplier on receipts and the remaining on the last receipt (receipts 60 and 60).