# Matching Process Overview

All Invoices go through the matching process irrespective of whether a Purchase Order exists or not and whether a Receipt exists or not.

Matching process is used to have the invoice lines automatically or manually matched with receipts where receipts are available.

In scenarios where receipts are not required, e.g. non-inventory orders, the invoice will stay in the Matching area and the invoice lines can be matched directly with the Purchase Order lines. Invoice once matched with Purchase Order lines can be Submitted from the Matching area to proceed to Approvals.

If an Invoice is received without a Purchase Order, e.g. service related invoices, the invoice will again stay in the Matching area and will need to be pushed to Approvals by Skipping the Matching process.

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Matching process is purely at quantity levels and does not check the financial values.

Matching is accessible from the panel on the left hand side.

This option is only available to those users who belong to a Security Group with the Matcher role enabled.

The Matching Page has two tabs to separate Invoices Pending Matching and the ones which have Completed Matching.

Pending Matching Tab

This Tab lists all Invoices which have not been matched automatically. The list will also show brief information for the invoice such as the date it was created, the trading Partner it is from and where applicable, the Purchase Order number.

Completed Matching Tab

This Tab lists all Invoices which have been matched, whether Automatically or Manually and have moved to the approval process. The list will also show brief information for the invoice such as the date it was created, the trading Partner it is from and where applicable the Purchase Order number. It will also show how the invoice has proceeded to the Approvals process, whether the matching was Automatic, Manual or if the process was skipped.

Searching for Invoices

Invoices can be searched for from the Matching page by entering the Invoice number in the search bar. The Trading Partners filter can also be used to reduce the list of Invoices shown.

Matching Process

The Matching Process applies certain rules at the line level and based on it the matching process can be either automatic or manual.

# Automatic Matching

For automatic matching to take place, all three documents need to be present, a Purchase Order, Receipt(s) against the Purchase Order and Invoice with a reference to the Purchase Order.

Key Points

Invoice should refer to an approved Purchase Order in DX2.
The invoice as well as the Purchase Order should be against the same Trading Partner.
Purchase Order should have unmatched receipt lines available for matching.
Either the item code on the Invoice and on the available receipt line(s) should be an exact match or the line level description needs to meet the matching algorithm.
Quantity is checked after a match is found as above. Receipted quantity should be more than or equal to the Invoiced quantity for the lines to match automatically.
One invoice line can be matched against multiple receipt lines when the above conditions are met.
If all the lines on the invoice have been matched automatically, the invoice will automatically move to the approvals process.

Exclusions

One Receipt can be matched only with one Invoice. Matching multiple invoices to one Receipt is not supported.
One Receipt line can be matched to only one Invoice line. Multiple invoices against one receipt line is not supported.

We will cover some scenarios to understand the basic functionality. All the relevant documents are for the same Trading Partner in all the scenarios.

Scenario A - Purchase Order - One Receipt - One Invoice

In this example, the Purchase Order has been fully receipted with one Receipt and one Invoice has been received for the entire Receipted quantity. Item codes on the Invoice and Receipt matches exactly.

The Invoice will be auto-matched with the Receipt and Purchase Order as the Item Code matches exactly and the receipted quantity available for matching is same as the invoiced quantity.

The Invoice will appear in the Completed Matching Tab of the Matching section and move to the Approvals process automatically.

To view how the matching has taken place, click on the invoice in the list which will take you to page which provides more details.

In this page, you can see all the three documents and how they have been matched.

Select a line on the invoice by using the radio button to view which receipt and purchase order line it has been matched with.

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Automatic matching is always between an Invoice line and Receipt Line but as the Receipt line is against a Purchase Order line, a link with the Purchase Order line is also established.

Totals for Invoiced, Receipted and Ordered Quantity are also shown at the bottom of the page.

You can see from the image above, that the Invoice has been been matched to the Receipt and Purchase Order.

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When an Invoice has been matched, the Skip and Submit options above the Purchase Order section will not be available.

Scenario B - Purchase Order - Multiple Receipts - One Invoice

In this example, the Purchase Order has been fully receipted with two Receipts and one Invoice has been received for the entire Receipted quantity.

The Invoice will be auto-matched with the Receipts and the Purchase Order as the Item Code matches exactly as well as the receipted quantity available for matching meets the requirement of being less than or equal to the Invoiced quantity.

The Invoice will appear in the Completed Matching Tab of the Matching section and move to the Approvals process automatically.

To view how the matching has taken place, click on the invoice in the Completed Matching list. It will take you to page which will provide more details.

In this page, you can see all the four documents and how they have been matched.

Select a line on the invoice by using the radio button to view which receipt and purchase order line it has been matched with.

Totals for Invoiced, Receipted and Ordered Quantity are also shown at the bottom of the page.

# Manual Matching

Where an Invoice has not been automatically matched, it will stay in the Matching area and a manual action is required for it to proceed to the Approvals process.

WARNING

Unlike automatic matching, for manual matching DX2 will NOT check if the right lines are being picked for matching. This means neither item code nor description is checked. Line level quantities are also not checked.

Please ensure you have matched correct lines before submitting the Invoice for Approvals process. Once Submitted, matching cannot be undone.

Key Points

Invoice can stay in the Pending Matching area where it has been partially auto-matched, i.e. some invoice lines have been auto matched and some not.
Where Item code or description matches but the Receipt quantity is not sufficient to match with the Invoice quantity, Invoice will stay in Pending Matching area.
If you find that an invoice has been wrongly linked to a Purchase Order after it has reached the Matching process, please use the SKIP button for the Invoice to proceed to the Approvals process, from where it can be rejected and discarded. Capture the Invoice again with reference to the correct Purchase Order.

In all the cases where an Invoice is not auto matched, it can be seen in the Documents list with the Documents Status of Pending. Approval Action will be blank as the Invoice needs to pass the Matching process before it proceeds to Approvals.

Scenario C - Purchase Order - Invoice - Receipt Entry after Invoice

If the Invoice has been received before entering the Receipt, it will need to be manually matched.

Matching page will show only the Invoice and Purchase Order initially in this case.

Enter the receipt(s) and come back to the Matching area. You should now see the receipts in the Receipts section of the page. Choose the appropriate line from the Invoice and then the Receipt line(s) to match them. Once matching is complete, click on the Submit button on the top right side of the page. Invoice will then move to the Approvals process.

Scenario D - Purchase Order - Invoice

Where a Receipt document is not required but a Purchase Order exists, Invoice lines can be directly matched with the Purchase Order lines. Invoice can be submitted from Matching to proceed to Approvals process.

Scenario E - Only Invoice

Invoices received without an approved Purchase Order will stay in the Matching area.

This Invoice can be sent to the approval process by either using the SKIP or SUBMIT button.

# Skip vs Submit

Skip and Submit behave differently although they both will send the Invoice to the Approvals process. Submit retains the matching between lines, whether automatic or manual. Skip will remove all the matching if they exist before sending the Invoice to Approvals Process.

If Invoices proceeds to the approvals process without any matching lines, the approval process is always manual.

Matching process can be skipped directly from the Pending Matching tab without opening the next page.