Matching logistic invoices

The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):

AP Automation

Received logistics invoices can be matched with one or more orders using ISP-Invoice. Using the matching tolerances, it is determined whether any differences between the amounts on the invoice and the amounts from the order are within the tolerances. If they are, the invoice continues in the process, if not, there is another step in the process where the invoice can be checked. How to determine which matching tolerance applies to a particular invoice is described in the information about matching tolerance settings.

There are two types of matching: header match and detail match:

Header match

The match uses the sum of the invoice (= invoice amount - VAT - additional costs) and compares it with the sum of the amounts to be invoiced from the orders. If the result of this calculation is within the set tolerance, there is a match. If not, there is a mismatch and it should be looked at again.

Detail match

The Accounts Payable Administration can still make adjustments at the line level. Lines of the order(s) can be checked or unchecked. Lines can also still be adjusted, for example the price or the quantity can still be changed. After processing, a detail match is performed. For each orderline it is checked whether the order price and the invoice price match or differ within the specified matching tolerances, there is a match and the invoice can be further processed. However, if there is a mismatch on one line, the entire invoice will be a mismatch. If this is the case, the invoice is passed on for a check, for example to the Buyer. The Buyer can then perform a number of different actions; contact the vendor, adjust the price in the internal catalog, approve despite there being a mismatch or request a credit invoice.

To determine which form of matching is applied, the following rules apply:

• If an invoice is received via automatch without lines in the UBL/XML then a header match follows.
• If an invoice is received via automatch with lines in the UBL/XML, then a header match follows.
• If an invoice is coded via the step 'Code invoice by AP(accounts payable)', then a detail match follows.
• If an invoice enters the step 'Wait for Goods' automatically or manually, then when new receipts arrive for the order in question, all the logistical lines are removed from the invoice and a header match follows.