Order match process flow

Process flow from receiving the electronic invoice to the book keeping in the financial system.

Transfer invoice to Visma Document Center

The order match process starts with incoming supplier invoices routed through the Visma.net AutoInvoice portal into Visma Document Center, manually imported supplier invoices into Visma Document Center or invoices imported by autoimport into Visma Document Center. Once the invoices arrive there, a check is performed whether there is a corresponding purchase order in Visma Business. The following items are automatically verified in Visma Document Center:
  1. Check that the supplier invoice document is in the correct format - EHF 2.0/PEPPOL BIS 2.0/PEPPOL BIS 3.0
  2. Check if the interpreted order number is found in Visma Business (connected to the same supplier)
Automatic order match on manually imported documents: For manually imported documents that you want to use for automatic order match you need to apply the automatic order match document profile. After interpreting the document it needs to be transferred to the ERP system by selecting Send Order(s) to financial system from the right click menu on the document. If the validation fails, the document will stay in the New documents list and an error message will be displayed. Further processing is done in Visma Business.

Automatic order match on automatically imported documents: For automatically imported documents you need to setup the automatic order match document profile in the Autoimport / AutoInvoice configuration forms for the selected company. The automatic order match is available in the drop-down list in the Apply document profile combo box. The Automatic interpretation function must also be enabled. When the documents are automatically imported, interpretation, validation and transfer to Visma Business is all done automatically in the background. If the validation fails, the document will stay in New documents list and will have a note about the failure.

Transfer invoice to Visma Business

A new entry is created in the Dokument table which contains the XML invoice (see XML-data field), the Ordrenr and the Visma ID originating from Visma Document Center. Immediately after the Ordrematch processing is triggered (either automatically by Visma Document Center or manually by a user in Visma Business) the following are verified:

  1. Check if there is a corresponding purchase order number in Visma Business
    Merk: The Ordrematch-status 3 - Ordrenr. ikke funnet can occur only for XML supplier invoices which are transferred to Visma Business from products other than Visma Document Center.
  2. Check if the Trans.type for the original order in Visma Business is 6 - Innkjøp.
  3. Check if this particular purchase order number has a matching supplier
    Merk: Steps 1, 2 and 3 cannot fail during the validations from the order match processing in Visma Business since the same validations are already performed in advance in Visma Document Center.
  4. Check that the combination of supplier number and invoice number does not already exist in the Ordre table. If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 7 - Obligatorisk verdi mangler.
  5. Check that the number of invoice lines in the XML is smaller or equal than the number of order lines in Visma Business in the Ordrelinje table. If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 7 - Obligatorisk verdi mangler.
  6. Check that the content of the XML invoice tags follows the correct format (e.g. content of date type tags should be of datetime format, content of quantity type tags should be of decimal format etc.). If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 7 - Obligatorisk verdi mangler
  7. Check that the currency type in the XML is identical with the currency type for the original purchase order. If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 10 - Valuta mismatch.
  8. Check in the Dokument table that an invoice is not already order matched for the same purchase order (that is, it has the Ordrematch-status either 2 - Pågår or 4 - Utenfor toleransegrense). If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 8 - Avventer .
  9. Check that all the products in the XML are mapped via the Produktnr hos lev. field in the Leveringsalternativ table or via the GTIN item no. field in the Produkt table. If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 9 - Ufullstendig produktkobling.
  10. Check that both Produkt gebyrer og avrunding and Frakt 4 produktnr fields in Bedriftsopplysninger table are filled in should the XML contains a fee, a freight charge or a rounding amount. If this step does not pass the validation then the order match processing will stop and the XML invoice will be assigned the Ordrematch-status 11 - Frakt-/gebyrprodukt ikke definert.

In Visma Document Center the Accounting status of the XML invoice document changes to Transferred ('30') only if all the above-mentioned validations pass. Otherwise, the Accounting status remains as Not transferred ('0'). Nonetheless, when transferring the invoice to Visma Business a new entry is always created first in the Dokument table and only afterwards the validations from the order match processing occur.

Order match processing once invoice transferred

If all validations have passed the processing performs the following:
  1. Updates the Ordre table by filling in the following fields with the incoming invoice proposed values:
    • Foreslått ordretotal brutto
    • Foreslått ordretotal netto
    • Foreslått mva.beløp
    • Fakturanr
    • Fakturadato
    • Forfallsdato
    • KID-kode
    • Visma ID
    • Ordrestatus 2 field has the Ordrematch pågår status added
  2. Updates the Ordrelinje table by filling in the following fields with the incoming invoice proposed values:
    • Foreslått beløp
    • Foreslått rabatt-% (currently not in use)
    • Foreslått rabattbeløp
    • Foreslått pris
    • Foreslått antall
    • Foreslått mva.beløp
    • Ord.linjestatus field has one of the statuses added
    Merk: Foreslått antall is displayed as red when it is less than finished - invoice realized quantity. Otherwise it is green. Foreslått beløp/Foreslått pris it will be displayed as green until the Antall has been fixed. Then these values will be displayed as red or green according to their deviation tolerance status.
  3. Automatically creates an updated pre-registration batch (see Oppdatert bunt table) with a corresponding updated voucher (see Oppdatert bilag table). This action occurs only if the option Forhåndsreg. av inngående dokumenter is enabled. See the prerequisites section for extra details about the settings.
  4. Updates the Dokument table as:
    • the Ordrematch-status field becomes either:
      • 2 - Pågår if at least one order line has its Ord.linjestatus either Innenfor toleransegrense or For høyt antall
      • or 4 - Utenfor toleransegrense if all the order lines have their Ord.linjestatus as Utenfor toleransegrense
      • or 1 - Ferdiggjort gjennom automatisk matching if all the order lines had their Ord.linjestatus as Innenfor toleransegrense and the Ordrematch automatisk fakturamottak option in the Bedriftsopplysninger table was enabled

Invoice receive an order matched supplier invoice

  1. Start of the invoice receive process based on the settings in Bedriftsopplysninger table. See the prerequisites section for the details about the settings.
  2. Automatic invoice receive:
    • If the values are within the deviation tolerance levels and both Ordrematch automatisk fakturamottak and Ingen delvis fakturamottak for ordrematch options in the Bedriftsopplysninger table are enabled then the invoice will be automatically received with the incoming proposed values from the XML supplier invoice.
    • If the values are outside the deviation tolerance levels and both Ordrematch automatisk fakturamottak and Ingen delvis fakturamottak for ordrematch options in the Bedriftsopplysninger table are enabled then the process will stop and the order has to be handled manually.
  3. Manual invoice receive:
    • The user can trigger the Oppdater verdier og motta faktura processing from the Ordre table.
  4. If an order matched invoice is invoice received the processing performs the following:
    • Updates the Ordre table as:
      • Foreslått ordretotal brutto field has its value removed
      • Foreslått ordretotal netto field has its value removed
      • Foreslått mva.beløp field has its value removed
      • Ordrestatus 2 field has the Ordrematch pågår status removed
    • Updates the Ordrelinje table as:
      • Foreslått beløp field has its value removed
      • Foreslått rabatt-% (currently not in use)
      • Foreslått rabattbeløp field has its value removed which then will overwrite the original value from the Rabattbeløp field
      • Foreslått pris field has its value removed which then will overwrite the original value from the Pris field
      • Foreslått antall field has its value removed which then will add to the current value from the Fakt./real. field
      • Foreslått mva.beløp field has its value removed
      • Ord.linjestatus field has its status updated to either Order match not in use or Original verdi overskrevet depending on the previous deviation tolerance status
        Merk: Order lines with For høyt antall status cannot be invoice received. The reason is that it cannot be invoice received more than what has been Ferdigmeldt (i.e. goods received).
    • Updates the Dokumentkobling table by creating a new row for each order line which was invoice received.

Reject an order matched supplier invoice

  1. An invoice that has previously been successfully order matched can be rejected unless it has been already invoice received (either manually or automatically).
  2. The user can reject the invoice by triggering the Avvis faktura processing from the Ordre table.
  3. If an order matched invoice is rejected the processing performs the following:
    • Updates the Ordre table as:
      • Foreslått ordretotal brutto field has its value removed
      • Foreslått ordretotal netto field has its value removed
      • Foreslått mva.beløp field has its value removed
      • Ordrestatus 2 field has the Ordrematch pågår status removed
    • Updates the Ordrelinje table as:
      • Foreslått beløp field has its value removed
      • Foreslått rabatt-% (currently not in use)
      • Foreslått rabattbeløp field has its value removed
      • Foreslått pris field has its value removed
      • Foreslått antall field has its value removed
      • Foreslått mva.beløp field has its value removed
      • Ord.linjestatus field has its status updated to Order match not in use
    • Automatically creates an updated reversal batch (see Oppdatert bunt table) with a corresponding updated voucher (see Oppdatert bilag table). This action occurs only if a pre-registration batch has been previously created (i.e. when the invoice has been initially order matched) and if the option Tilbakefør forhåndsregistrering for ordrematch ved avvising av faktura is enabled. See the prerequisites section for extra details about the settings.

Order match several supplier invoices to the same purchase order

  1. A new invoice transferred in Visma Business
  2. Check in the Dokument table if there is already an invoice for the same purchase order
  3. Check the status on the previous invoice
  4. Allow to perform order match (manually or automatically) if a previous invoices have the following Ordrematch-status in the Dokument table:
    • 1 - Ferdiggjort gjennom automatisk matching
    • 3 - Ordrenr. ikke funnet
    • 5 - Ferdiggjort manuelt
    • 6 - Avvist
    • 7 - Obligatorisk verdi mangler
    • 8 - Avventer
    • 9 - Ufullstendig produktkobling
    • 10 - Valuta mismatch
    • 11 - Frakt-/gebyrprodukt ikke definert
  5. Statuses which prevent the order from manual or automatic order match process are:
    • 2 - Pågår
    • 4 - Utenfor toleransegrense
    If order match could not be performed due to these reasons then the Ordrematch-status will be set to 8 - Avventer.
  6. Once an invoice was blocked from automated order match it needs to be handled manually by selecting the invoicing in the Dokument table and running the Ordrematch processing.

Fees, discounts, freight charges and rounding amounts

  1. Fees are handled in the same manner regardless of being applied at the header or invoice line level in the XML. Once the XML is order matched a new row is created in the Ordrelinje table. The Produktnr value for this new row is the same as the one in Produkt gebyrer og avrunding field in the Bedriftsopplysninger table. The fields Foreslått antall, Ferdigmeldt and Totalt antall all contain the value '1'. Also, the Foreslått pris and Foreslått beløp fields are both filled in with the same corresponding value from the XML.
    Merk: For each fee that it is named differently in the XML a new and separate row will be created. If a fee in the XML is applied to more than one product then only one row will be created and the Foreslått pris and Foreslått beløp fields in the Ordrelinje table will contain the total amount for all the fees with that name.
  2. Discounts are handled differently depending on the level they are applied in the XML supplier invoice:
    • If the discount is applied at the header level (i.e. for the entire invoice) then it is handled similarly to a fee. More exactly, once the XML is order matched a new row is created in the Ordrelinje table. The Produktnr value for this new row is the same as the one in Produkt gebyrer og avrunding field in the Bedriftsopplysninger table. The fields Foreslått antall, Ferdigmeldt and Totalt antall all contain the value '1'. Also, the Foreslått pris and Foreslått beløp fields both contain negative values.
    • If the discount is applied at the invoice line level (i.e. for an individual product) then no new rows will be created. Instead, once the XML is order matched the Foreslått rabattbeløp field is filled in with the corresponding value from the XML. The Rab. % 2 to Rab. % 6 and Rabattbeløp 2 to Rabattbeløp 6 columns are cleared in the order line when updating values to receive invoice for order match and Rabattbeløp field is overwritten with Foreslått rabattbeløp field respectively from the incoming invoice.
  3. Freight charges are handled exactly as the fees with the only exception that the Produktnr value for the newly created row is the same as the one in Frakt 4 produktnr field in the Bedriftsopplysninger table. The distinction between freight charges and fees is done based on the additional information contained in the Beskrivelse hos lev. field in the Leveringsalternativ table.
    Merk: For each freight charge that it is named differently in the XML a new and separate row will be created. If a freight charge in the XML is applied to more than one product then only one row will be created and the Foreslått pris and Foreslått beløp fields in the Ordrelinje table will contain the total amount for all the freight charges with that name.
  4. Rounding amount is handled exactly as a fee with the only exception that once the XML is order matched one new row will be created at most in the Ordrelinje table. The reason is that this type of fee is charged no more than once per invoice. When it comes to Kreditnota invoices with Avrundingsbeløp, the XML quantity will be extracted with negative sign in opposite fashion as for normal (debit) invoices.
    Merk: The value 'Rounding amount' in the Beskrivelse field in the Ordrelinje table is hard coded and is not translated into other languages.
In the case of fees, freight charges and rounding amounts the newly created row will always be inside the deviation tolerance level. If the user is concerned that the XML values for Foreslått pris and Foreslått beløp could be too large he can enable the flags Ikke automatisk fakturamottak dersom frakt er angitt and Ikke automatisk fakturamottak dersom gebyrer er angitt from the Lev.pref. field in the Aktør table (see Prerequisites section).

Automatic Ordrematch when invoice arrives before goods

Electronic invoice can often arrive before the goods. When this happens, invoice will get Ordrematch-status 2 - Pågår in Dokument table and For høyt antall in Ordre and Ordrelinje tables.

When goods have been received (finished), next step is to run the processing Oppdater verdier og motta faktura. Instead of running this process manually, it can be automated with scheduled jobs.

How to set up automatic processing?

  1. Create a filtered Oppsett for Ordre table with the following selection criterias:
    • Ordrestatus 1: Ready for invoice receive - ON
    • Ordrestatus 2: Order match in progress - ON
    • Ordrestatus 2: Outside tolerance level - OFF
    Merk: The Order match statuses are available in Ordre table, in Ordrestatus 2 field, under Miscellaneous tab to be able to exclude the orders with Utenfor toleransegrense from the automation.
  2. The flag Ingen delvis fakturamottak for ordrematch should be enabled in Ordrebehandling 2 in Bedriftsopplysninger, to avoid creating multiple vouchers for the same invoice when the scheduled processing is run.
  3. Run through Jobbplanlegger the processing Oppdater verdier og motta faktura for the orders in Oppsett filtering.

Automatic addition of order lines from purchase invoice in Ordrematch

The functionality allows some purchase order lines to be added automatically based on:

The purchase order lines will be added automatically if the Produkt is white listed in Leveringsalternativ table.

Two parameters can be set in Ordre match behandling field:

If Lev.nr not set on the line in Leveringsalternativ table, the setting in Ordre match behandling field will be applied to all suppliers.

Merk: The solution can be extended to other types of products, that are not included under “allowance charge” section in the XML invoice:
  • Insurance costs
  • Packing fees
  • Sample products
  • Additional products
  • Other costs

Enable Ordrematch based on supplier

The functionality allows enabling/disabling automatic Ordrematch on supplier level.

The default is that all suppliers use automatic Ordrematch flow and you have to opt out to not use it anymore. In that sense, the Ikke kjør automatisk ordrematch flag under Lev.pref. in the Aktør table can be set individually on suppliers.

If the setting is enabled, it will not do automatic Ordrematch for supplier and fall back on manual Ordrematch flow.



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