PROCESSIT 7.4 R1
For Oracle Fusion Middleware 11g

Manual Matching

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Manual MatchingMatching invoice dataPO notification receiverMatching invoice lines procedureDefault Quantity and Price for a matchIntelligent matchingMaximum Amount for non-PO linesReceipt of goods

Manual Matching

Matching invoice data

You can match invoices to purchase orders and/or receipts using the Manual Match window.

Manual matching to purchase orders and/or receipts is necessary if a PO invoice is only partially matched during automatic matching or if a GE invoice should be matched to a purchase order. Matching an invoice to a purchase order is done in the Manual Match window which is accessed from the Task details window.

You can configure an Additional Approval check for 2-way PO invoices prior to invoice import.

PO notification receiver

Manual match tasks are routed to the configured PO Match user. PO Match users are defined per organization (operating units). You may configure one user to perform all manual matching within the organization or you can use a sql statement to determine the user per invoice.

Matching invoice lines procedure

Invoice lines can be matched to one or more purchase order lines.

  1. Select the appropriate Match Option - either Purchase Orders or Receipts.
  2. Select an invoice line
  3. Find the correct Purchase order or Receipt
  4. Select a Purchase order line, shipment and distribution number or a Receipt number.
  5. Enter the number of units that you wish to use for the match in the Enter Quantity field on the appropriate column. This quantity will be deducted from the available quantity on the chosen PO or receipt line.
  6. Enter the unit price that you wish to use for the match in the Enter Price field on the appropriate column.
  7. You can enter an amount in the Enter Amount field. The field automatically calculate data based on your input in the two other input fields.
  8. You can choose not to enter any quantity or price. Once you click the match icon for a line, these values will be populated with data from the chosen invoice line or the chosen PO line, depending on your default setting. See below for more information.
  9. Click Match lines icon.
  10. Repeat for required lines
  11. Click Save data to update
  12. Check the Match result segment and undo any errors
  13. Check that the matched amount indicator is a green checkmark
  14. Click Use match result
  15. Return to the Task details to see updated account information
  16. Click Submit to import the matched invoice to Oracle E-Business Suite

An invoice line may be matched to a purchase order line with multiple shipment lines and/or distribution lines. The initial invoice line is then substituted by multiple lines according to the matching performed.

Default Quantity and Price for a match

If you choose not to enter any values in the entry fields on a PO or receipt line you have selected for the match, the match procedure takes the values from the invoice line or from the PO line that you have selected, and uses those values as base for the match. The default for where the values are taken from is determined by the Default from invoice or PO field, where you can select either Invoice or Purchase Order. The chosen default persists until you select another option. This mean that you can match to a PO or receipt line by simply clicking the match icon, without entering any values. You can of course review the match in the Match Result segment prior to applying it.

If you have set Default from invoice or PO to default from invoice, and you leave the Enter Quantity and Enter Price fields blank, then when you click the match icon for the line, it will match using the quantity and price the invoice line.

You also have the option to double-click a purchase order line in order to get the quantity and price defaulted from either the selected invoice line or from the purchase order line, where the quantity not yet matched will be defaulted. You can then adjust as necessary.

Intelligent matching

Based on alternative accepted invoice item description and item numbers, item aliases can be created to improve the automatic match process. See Match Item Mapping.

PO invoices may include GE lines which do not have to be matched. These lines are handled by standard account coding.

Maximum Amount for non-PO lines

You can setup a control mechanism to ensure a maximum amount check of the non-PO lines added or edited during PO invoice workflows. The check is enabled by the configuration parameter Enable Maximum Amount On The NO-PO Lines.

The maximum amount is determined the configuration parameter Maximum Amount On The NO-PO Lines where a maximum amount can be supplied on site, org and/or user level. The maximum amount is the maximum amount for the combined amount for all non-po lines. Regardless if there is one or more non-PO lines, the sum of these non-PO line amounts should be less or equal to the maximum amount.

This maximum amount check for non-PO lines is only performed during manual matching.

If a value higher than the maximum amount is supplied, you receive a warning that Maximum amount of the non-PO lines reached, please adjust when attempting to save the match result.

Receipt of goods

Users can send notifications to a goods receiver to ensure goods have been received before completing matching to receipt workflows. This feature is enabled by the configuration parameter Enable return to automatch action in task detail.