Order match on totals process flow

Receiving the invoice

When a supplier invoice is received, for example imported from AutoInvoice, the purchase order is identified, the supplier and order information is validated, and the required records for further processing are created.

If there are validation errors, these must be corrected before the matching can continue.

Initial processing

Three tables are updated at the same time:

• Accounting document (the incoming invoice from PEPPOL)
• Document (the order match post)
• Order (header + lines)

The Accounting document is linked to the purchase order and a corresponding Document record is created. The Order is marked as being processed through Order match on totals to prevent duplicate processing.

Purchase order statuses

During processing, the purchase order receives temporary statuses:

• Order match in progress: Prevents additional invoices from being matched simultaneously.
• Order match on totals: Identifies the order as participating in the Order match on totals workflow.
• Inside tolerance level or Outside tolerance level: Indicates the result of the tolerance validation.

These statuses are automatically removed when Invoice received is completed or the invoice is rejected.

Deviation tolerance validation

The invoice total net amount is compared against the purchase order total net amount.

Tolerance values can be configured at both company and supplier level. Supplier settings take precedence when both are defined.

Accounting

After successful validation and matching, the system creates the required accounting transactions, including batches and vouchers.

Approval

Once accounting has been generated, the document can continue through the approval workflow according to the company's approval process.

Finalising the order

The order is finalised when both Goods received and Invoice received have been completed. At completion, the order match statuses are cleared and the document is marked as completed.

Goods receipt

Goods received must be performed manually before Invoice received. The process updates logistics information but does not create accounting transactions.

Rejecting an order-matched invoice

Multiple invoices per purchase order

Multiple supplier invoices can be matched to the same purchase order. If a previous invoice is still being processed, new invoices are assigned status 8 - Pending and must be manually reprocessed after the previous invoice is completed.

Preliminary booking

Order match on totals supports preliminary booking scenarios. The Workflow processing settings in the Company information table control the preliminary booking behavior and related accounting updates.

Credit notes

Credit notes follow the same workflow as invoices, but with the following differences:

• Proposed invoice values are stored as negative amounts.
• Status Finishing is used instead of Goods received.
• Debit and credit postings are reversed.
• Voucher amounts remain positive.

Automatic invoice receive

When Order match automatic invoice receive is enabled and all conditions are fulfilled:

• Goods received or Finishing has been completed.
• The invoice is inside the tolerance level.
• The accounting batch has been successfully posted.

The system automatically performs invoice receive and completes the order match process. Completed documents receive the status 14 - Order match on totals completed automatically.

Automatic invoice receive and no partial invoice receival

Order match automatic invoice receive can be restricted so that all order lines must be completed before the processing starts. If any required condition isn't met, the automatic process won't run.

Outside tolerance level solved

When an order previously marked as outside tolerance is corrected and successfully invoice received, the accounting document gets the status Outside tolerance level solved to indicate that the discrepancy has been resolved.

Troubleshooting