Automatic match process for receipts

The automatic match process matches PO invoices to approved purchase orders or receipts. It can be configured to run any or all of following match routines:

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.

For Receipts, the process loops to try to find the receipt(s) matching the quantity.

Match Identify

Loops through invoice lines and compares invoice line description and item numbers to PO line description and item numbers.

If one of the above has success made the possible identification for which invoices lines to be paired up against the right PO line, shipment and distribution number. Then one of the following extra rules needs to be in place:

1. Total of open receipts for the purchase order is equal to the qty on the invoice or
2. Total of open receipts for the purchase order is greater than invoice qty

If the rule 1) is obtained it will perform an automatic match and if rule 2) if obtained it will perform an automatic match based upon FIFO method.

Match All

If “Match All” identifies the lines and the match option is receipts, the program should try to match the quantity to any combination of receipts.

For Receipts, the process loops to try to find the receipt(s) matching the quantity x unit price equal to 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 the receipt. The quantity used is the quantity eligible for billing.

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/receipt 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 Purchase orders

See Automatic match to Purchase Orders for details about matching to purchase orders.

Examples

Simple Match (Receipt = Invoice Quantity)

One Invoice Line, One PO Line, One Distribution Line, and Invoice Quantity Matched Line = 25.

The invoice is matched to receipt1 and only one invoice line is generated in Oracle. In this case the invoice line and the receipt are one for one.

Simple Match (Multiple Receipts = Invoice Quantity)

One Invoice Line, One PO Line, One Distribution Line, and Invoice Quantity Matched Line = 40.

The invoice is matched to receipt1 and receipt3. In this case, two invoice lines are generated to reflect the two receipts. One line reflects receipt1 with a quantity of 25, and another invoice line reflects the quantity of 15.

Match Identity (Receipt = Invoice Quantity)

Two Invoice Lines, Two PO Lines, One Distribution Line per PO Line, Invoice Line1 Quantity Matched Line = 25, and Invoice Line 2 = 10.

Invoice Line 1 is matched to Receipt1 and Invoice Line 2 is matched to Receipt6. Since there is a one for one relationship between the line and receipt, the invoice is created with only two lines.

Match Identity (Multiple Receipts = Invoice Quantity)

Two Invoice Lines, Two PO Lines, One Distribution Line per PO line, Invoice Line 1 Quantity Matched Line = 35 and Invoice Line2 = 16.

Invoice Line 1 is matched to Receipt1 and Receipt 2, and Invoice Line 2 is matched to Receipt4 and Receipt6. Since there are two receipts associated with each invoice line, the invoice is created with four lines for each receipt.

Match Identity (Multiple Receipts = Invoice Quantity)

Two Invoice Lines, Two PO Lines, One Distribution Line per PO line, Invoice Line 1 Quantity Matched Line = 25 and Invoice Line2 = 16.

Invoice Line 1 will be matched to Receipt1, and Invoice Line 2 is matched to Receipt4 and Receipt6. Since there are two receipts associated with invoice line 2, the invoice is created with three lines for each receipt.