Purchase order - Balancing an invoice for matching

When the amount on the purchase order differs from the invoice header, the invoice is balanced for matching. This can be done by adjusting the invoice amount, changing prices or quantities on the lines, ticking or unticking lines, adding a cost line, or distributing the difference across the lines. Distributing the difference only takes selected lines with a line amount other than zero into account, uses the line amount only, and requires the type of the selected lines to match the invoice type.

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

AP Automation

1. Purpose

When the amount on the order(s) does not correspond to the amount in the invoice header, it must first be balanced before it can be processed. The example below shows a difference of 500 euros:

2. Ways to balance an invoice

This difference can be resolved in several ways:

2.1 Adjust the invoice amount

The invoice amount in the invoice header can be adjusted. The total amount may not correspond to the amount on the invoice or to the amount of the order. Adjusting the invoice amount may balance the invoice.

2.2 Adjust prices or quantities on the lines

The amount on invoice and quantity on invoice fields can be adjusted on the lines, which may balance the invoice.

2.3 Tick or untick lines

This may be a partial invoice. Lines that do not yet apply to this invoice can be unticked.

2.4 Create an additional cost line

Possible additional costs may be included in the invoice amount but not appear in the order lines. For example, certain delivery costs. An additional cost line can be created for these additional costs. To do this, click Additional costs. A cost line can be added here in the same way as normal cost lines are coded.

2.5 Distribute the difference across the lines

Using the icon, the difference can be distributed across the lines to balance the invoice. In this example, it looks as follows:

The conditions for distributing the difference are described in the next section.

3. How distributing the difference works

When the difference is distributed across the lines, the following applies:

• Only selected (ticked) lines are taken into account. Lines that are not selected are skipped.
• Only lines with a line amount other than 0 are taken into account. Lines with a line amount of 0 are skipped.
• Only the line amount is used. The quantity on the line is not used to distribute the difference.
• The type of each selected line must match the Type in the invoice header. This is not the case, for example, for an invoice of the type Credit with lines of the type D (debit).

When distributing is not possible

If the type of the selected lines does not correspond to the invoice type, a message appears and the difference is not distributed:

4. Icons & colours

	Tolerance indicator: within range Shows an orange circle when the line falls within the configured matching tolerance.
	Tolerance indicator: outside range Shows a red triangle when the line falls outside the configured matching tolerance.

5. Summary

• An invoice that does not match the order amount can be balanced by adjusting the invoice amount, adjusting prices or quantities on the lines, ticking or unticking lines, creating an additional cost line, or distributing the difference across the lines.
• Distributing the difference only takes selected lines with a line amount other than 0 into account and uses the line amount only.
• The type of the selected lines must match the invoice type. If not, the difference must be distributed manually.