Why was my invoice not automatically matched with the corresponding order?
You think you have performed all the actions needed, so that a new invoice from a specific supplier can be automatically matched with the corresponding purchase order in the Spend Cloud, but to your surprise, this does not happen. Before panicking, there are a few steps you can check yourself within the Spend Cloud.
Below, you will find a flowchart that you can go through to verify if all functions are properly set up.
We will now further explain the components in the flowchart.
The operation of the matching screen
If there are orders ready to be matched for the respective supplier, you can click on 'match orders' within the coding section of the invoice. The matching screen will now appear. On the left side, you will see the available order numbers for this supplier. If the order number is on the invoice and is recognized, the Spend Cloud will automatically check this order number.
Matching an invoice to an order can be done in two ways: a match based on the amount or a match based on the quantity. You can choose this yourself via the gear icon in the top right corner.
Order number included on the invoice
It is recommended to ask the supplier to include the order number on which the invoice is based in the invoice. This can be on the PDF and/or filled in the XML invoice. There can also be multiple order numbers if it concerns a collective invoice.
If the order number is included in the XML invoice, it is important that the XML field layout used for reading refers to the correct field.
More information about this process can be found in the following article.
Amounts
For a perfect match, the order amount and the invoice amount should match 100%. In practice, however, this may differ. To address this, you can set a deviation tolerance per environment (via a configuration setting) and/or per supplier. This can be set either in amount (€) or in percentage (%). A credit invoice can't be automatically matched to an order.
In the supplier settings (Application Management / Purchasing / Suppliers), you can find this setting under 'Advanced Options' when editing the supplier. If a deviation tolerance is set both in the configuration settings and for a supplier, the supplier's setting takes precedence. If both fields (€ and %) are filled in the supplier settings, the Spend Cloud considers both deviations and applies the value where the maximum deviation is exceeded.
Example:
Supplier & Relation
To establish a match, there must be a link between the supplier and the relation. In some environments, an automatic link may be enabled, while in others it will need to be done manually. When using a creditors list per administration, you can set this up in the application management for the supplier by clicking on the three dots, as shown in the image below.
If your environment uses a single list for creditors (independent of administration), you can set up the link with the relation in the supplier settings when editing a supplier in the application management.
If your environment works with multiple administrations where each administration uses its own relation list, please also check whether the administration of the order and the invoice match. It is not possible to change the administration of an order. If the administrations do not match, it is necessary to definitively disapproved the invoice and add it again in the correct administration to ensure a match between the order and the invoice.
Currency
Some of you may work with multiple currencies in your Spend Cloud environment. To generate a match, it is necessary that both the amount of the order and the invoice are recorded in the same currency.
Order Status
To match an invoice, it is important that the status of the order is not yet set on 'Completed'. Once the order has the 'Completed' status, this order will no longer appear in the matching screen, and therefore, no match can occur. The order should have the status 'To Be Received' or 'Received'.
If the order does have the status 'Completed', you can search for the order in the archive and use the three dots behind the order to revert the completion status. The invoice can then be matched to the order. If you check the option 'No more invoices to follow' in the 'Complete Orders' section of the matching screen, the order will automatically receive the 'Completed' status afterward.us order
When you have completed the entire process and everything seems to be properly set up, our advice is to contact our Support Department at support@proactive.nl. They will investigate why the match did not occur automatically. Make sure you have first checked all the points mentioned above.
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