Order match

In Business NXT you can use the order match function to update purchase orders with incoming invoices from AutoInvoice. This ensures that the values in logistics and accounting are updated at the same time and with correct value.

Prerequisites

The following settings are required to be able to use the order match functionality:

  • Visma.net AutoInvoice service enabled in Visma.net Admin for the company
  • AutoInvoice company UUID added in the Company information table
  • AutoInvoice User API key added on the signed-in user in the AutoInvoice user API key field in the User table or in the AutoInvoice default user API key field in the Company information table
  • Order match can be performed only on supplier invoices in the PEPPOL BIS 3.0 format.

Mappings

The mapping between product numbers in the XML in the incoming invoice and the purchase orders in Business NXT can be made in two ways:

  • Using the Sup. prod. no. field in the Delivery alternative table
  • Using the EAN item no. field in the Product table
Note:
When the EAN item no. is used for mapping, any leading zeros in the EAN item no. in the invoice line XML or the purchase order are automatically removed. The matching will be performed after trimming of any leading zeros.

In the Company information table both Product no. freight 4 and Additional fees and rounding product fields should be set in order to match incoming invoice with fees and/or freight charges successfully.

In order to distinguish a freight charge from other fees when the incoming invoice XML is interpreted, additional descriptions have to be given in the Sup. descr. field in the Delivery alternative table.

For example, for the product that has been designated as freight charge in Product no. freight 4 you can enter the word Freight or Delivery in the Sup. descr. field if they are expected to describe the freight charge in the incoming invoice XML. If no additional descriptions are given for the freight charge in the Sup. descr. field, then any charge encountered in the XML will be regarded as a fee.

General settings

It is possible to enable automatic invoice receival of the order lines that have been order matched and are inside deviation tolerance with the setting Order match automatic invoice receive in the Order processing 2 field in the Company information table.

With the setting No partial invoice receival for order match in the Order processing 3 field in the Company information table invoice receipt is only performed if all lines on the invoice are matched against order lines that are finished and are within the tolerance level.

Deviation limits

Settings can be made both on company level and on individual suppliers to decide how deviations between incoming invoices and the purchase order should be handled:

  • Set a deviation limit in the Company information table either for percentage or amounts (or both). If both Incoming invoice deviation tolerance % and Incoming invoice deviation tolerance amount fields in the Company information table are set, then when calculating whether an order line is inside or outside deviation tolerance, the value of the two fields that gives the smallest deviation tolerance is always used. If no values are specified then any deviation regardless of how large it is will always be regarded as inside deviation tolerance.
  • The Do not tolerate any deviation setting in the Order processing 2 field in the Company information table can be used to allow or not allow any deviations for the company. This option should only be disabled after tolerance levels have been established.
  • Deviation tolerance limits can also be applied on supplier level in the fields Incoming invoice deviation tolerance % and Incoming invoice deviation tolerance amount in the Associate table. This will override the settings in the Company information table.

Optional setting - pre-registration flow

If you want to set up order match together with pre-registration flow it is not possible to enable automatic invoice receival. The invoice receival must be handled manually:

  • Enable the setting Pre-registration incoming documents in the Order processing 2 field in the Company information table to set up pre-registration.
  • You need to assign a voucher series number in the field Incoming document pre-registration series in the Company information table. This voucher series must have a voucher type assigned.
  • You should enable the setting Reverse the pre-registration for order match when rejecting invoice in the Order processing 3 field in the Company information table. With this setting, Business NXT will automatically reverse the updated pre-registration batch and vouchers when rejecting an invoice.

Settings on supplier level

It's possible to set up specific rules for order match on supplier level:

  • In the Supplier options field in the Associate table, you can use the setting No automatic invoice receive if freight and No automatic invoice receive if additional fees to stop automatic invoice receival if freight or fees are added to the incoming invoice. Invoice receival needs to be handled manually in these occasions.
  • In the Supplier options field in the Associate table, you can use the setting Do not run automatic order match to exclude the incoming invoices from this supplier from being invoice received automatically. Invoice receival needs to be handled manually for this supplier.
  • Deviation tolerance limits can be applied on supplier level in the fields Incoming invoice deviation tolerance % and Incoming invoice deviation tolerance amount in the Associate table. This will override the settings in the Company information table.

Disabling order match

It is possible to disable order match for the entire company with the setting Do not use order match in the Workflow processing field in the Company information table.