Match Invoice to Order

When a user places an order to a supplier that sends electronic invoices and that supplier sends an invoice that does not match up to the original order, the system creates an order (System Account). If the user clicks on this PO number on their Receiving screen, then the system will ask them if they would like to attempt to match to the original order.

When attempting to match an Invoice to an existing order, it is important to look for matching line items as well as matching totals. In some cases pricing will have updated between the time the order was placed and the time the invoice entered the system, which can result in minor discrepancies.

1. Select View > Receiving.

2. Select a location from the Location drop down if assigned to multiple properties.

   

3. Search for the purchase order > click the PO Number hyperlink.

   

4. A message will pop up asking if you would like to attempt to match the order.

   • If you click Cancel, it will take you straight to the Receive Invoice page for that order.

5. Click OK. This will take you to the Invoice-to-PO Matching Tool.

6. 

   Browse Possible Matching Purchase Orders on the right side.

   • Click the (+) to display the items to verify the line items match up > Select the PO # you want to match > Click Match Selection.

     

   • If you do not see the PO # you want, select the Show: drop down on the right and select All Orders. Then select Go. This will show more options to choose from, which may include the PO # you want.

   • If no match is available, click No Match Found. This will take you back to the Receive Invoice page for this invoice.

     

Important

Information to have on hand when trying to process a Receiving entry as follows: Date, Delivery Date, Received Date, Invoice #, Invoice Date, Packing Slip #, PO # and Confirmation #.