Order match process flow

The order match process flow starts with receiving the electronic invoice from AutoInvoice and ends with the book keeping in Business NXT.

Downloading and processing incoming invoices

The incoming invoices are downloaded to the Accounting document table and processed. The processing can be made manually or automatically with the Process accounting documents automatically setting in the Company processing field in the Company table.

During processing, the following is verified:
Validation step Result if validation fails
A corresponding purchase order number exists in Business NXT. The document is sent to accounting instead of order match. The status in the Accounting document table is changed to 2 - Sent to accounting.
The purchase order in Business NXT has the correct supplier. The processing stops with an error message to indicate that the combination of supplier and purchase order can't be found. The status in the Accounting document table isn't updated.

If the processing in the Accounting document table isn't stopped due to validation error, then the status field in the Accounting document table is changed to 1 - Sent for order match and a new post is created in the Document table. The created post in the Document table contains Order no. and Accounting document no..

When the post is created in the Document table, the following is verified:

Validation step Result if validation fails Comment
Combination of supplier number and invoice number doesn't already exist in the Order table. The processing stops with status 7 - Mandatory value missing.
The number of invoice lines in the XML is smaller than or equal to the number of order lines in the Order line table in Business NXT. The order match processing stops, and the post in the Document table is assigned the Order match status 7 - Mandatory value missing
The content of the XML invoice tags follows the correct format. The order match processing stops, and the post in the Document table is assigned the Order match status 7 - Mandatory value missing. For example, that the content of date type tags is in datetime format and that the content of quantity type tags is in decimal format
The currency type in the XML is identical with the currency type for the original purchase order. The order match processing stops, and the post in the Document table is assigned the Order match status 10 - Currency mismatch.
In the Document table , that an invoice isn't already order matched for the same purchase order. The order match processing stops, and the post in the Document table is assigned the Order match status 8 - Pending. The Order match status isn't 2 - In progress or 4 - Outside tolerance level
All the products in the XML are mapped via the Sup. prod. no. field in the Delivery alternative table, or via the EAN item no. field in the Product table. The order match processing stops, and the post in the Document table is assigned the Order match status 9 - Incomplete product mapping.
Both the Additional fees and rounding product and the Product no. freight 4 fields in the Company information table are filled in, in case the XML contains a fee, a freight charge or a rounding amount. The order match processing stops, and the post in the Document table is assigned the Order match status 11 - Freight/fee product not defined.

The Order match processing in the Document table can be executed for invoices with status rejected, pending or incomplete product mapping after corrections are made.

Matching of fields

If all validations have passed, the processing performs the following updates.

  1. Order table: the following fields are filled with the proposed values from the incoming invoice:
    • Proposed order total gross
    • Proposed order total net
    • Proposed VAT amount
    • Invoice no.
    • Invoice date
    • Due date
    • CID code
    • Accounting document no.
    • Order match in progress status is added to the Order status 2 field
  2. Order line table: the following fields are filled with the proposed values from the incoming invoice:
    • Proposed amount
    • Proposed disc. amount
    • Proposed price
    • Proposed quantity
    • Proposed VAT amount
    • Accounting document no.
    • A status is added to the Order line status field
  3. In the Document table, the Order match status field gets one of the following statuses:
    • 2 - In progress if at least one order line has the status Inside tolerance level or Excessive quantity or if pre-registration is used, which means that invoice receival needs to be performed manually.
    • 4 - Outside tolerance level if all order lines have the status Outside tolerance level.
    • 1 - Completed by automatic match if all order lines have the status Inside tolerance level and the Order match automatic invoice receive option in the Company information table is enabled.
  4. If using the optional setting - pre-registration flow Business NXT will automatically create an updated pre-registration batch with a corresponding updated voucher.

See also: Updated batch and Updated voucher

Invoice receival of an order matched supplier invoice

Start of the invoice receive process based on the Company information table settings.

See also: Prerequisites

  1. Automatic invoice receive, when both Order match automatic invoice receive and No partial invoice receival for order match options in the Company information table are enabled:
    1. If the values are within the deviation tolerance levels, then the invoice will be automatically received with the incoming proposed values from the XML supplier invoice.
    2. If the values are outside the deviation tolerance levels, then the process will stop and the order has to be handled manually.
  2. Manual invoice receive:
    1. You can trigger the Update values and receive invoice processing from the Order table.

If an order-matched invoice is invoice received, the processing performs the following updates:

  • Order table:

    • The value in the Proposed order total gross field is removed
    • The value in the Proposed order total net field is removed
    • The value in the Proposed VAT amount field is removed
    • The Order match in progress status is removed from the Order status 2 field
  • Order line table:
    • The value in the Proposed amount field is removed
    • The value in the Proposed disc. amount field is replacing the initial value in the Disc. amount field, after which the Proposed disc. amount field is removed.
    • The value in the Proposed price field is replacing the initial value in the Price field, after which the Proposed price field is removed.
    • The value in the Proposed quantity field is added to the Invoiced/realised field, after which the Proposed quantity field is removed.
    • The value in the Proposed VAT amount field is removed
    • The status in the Order line status field is updated to either Order match not in use or Original values overwritten depending on the previous deviation tolerance status
Note:
Order lines with Excessive quantity status can't be invoice received, since you can't process more than Finished (goods received).
  • Document link table:
    • A new row for each order line which was invoice received is created.

Rejecting an order-matched supplier invoice

An invoice that has previously been successfully order-matched can be rejected as long as it hasn’t been invoice received (either manually or automatically).

You can reject the invoice by triggering the Reject invoice processing from the Order table.

The processing performs the following updates:

  1. Order table:
    • The value in the Proposed order total gross field is removed
    • The value in the Proposed order total net field is removed
    • The value in the Proposed VAT amount field is removed
    • The Order match in progress status is removed from the Order status 2 field
  2. Order line table:
    • The value in the Proposed amount field is removed
    • The value in the Proposed disc. amount field is removed
    • The value in the Proposed price field is removed
    • The value in the Proposed quantity field is removed
    • The value in the Proposed VAT amount field is removed
    • The Order line status is updated to Order match not in use
  3. If using the optional setting - pre-registration flow an updated reversal batch is automatically created with a corresponding updated voucher. This action occurs only if a pre-registration batch has been previously created (the invoice has been initially order-matched) and if the option Reverse the pre-registration for order match when rejecting invoice is enabled.

See also: Updated batch and Updated voucher

Order matching several supplier invoices to the same purchase order

It's possible to perform an order match with several supplier invoices to the same purchase order. The opposite scenario isn't possible, which means that a batch invoice matched to several purchase orders isn't working.

If the purchase order hasn't completed the order match process with the previous invoice, it isn't possible to perform an order match with a new.

  1. The following statuses prevent the order from manual or automatic order match process:
    • 2 - In progress
    • 4 - Outside tolerance level

    If the order match couldn’t be performed due to these reasons, then the Order match status in the Document table will be set to8 - Pending on the post of the new invoice.

  2. Once an invoice is blocked from automated order match, it needs to be handled manually by selecting the invoice in the Document table and running the Order match processing.

Fees, discounts, freight charges and rounding amounts

Fees

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 Order line table. The Product no. value for this new row is the same as the value in the Additional fees and rounding product field in the Company information table. The Proposed quantity, Finished and Total quantity fields all contain the value 1. Also, the Proposed price and Proposed amount fields are both filled in with the same corresponding value from the XML.

Note:
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 Proposed price and Proposed amount fields in the Order line table will contain the total amount for all the fees with that name.

Discounts

Discounts are handled differently depending on the level they are applied in the XML supplier invoice:

  • If the discount is applied for the entire invoice at the header level, then it is handled similarly to a fee. More exactly, once the XML is order matched a new row is created in the Order line table. The Product no. value for this new row is the same as the one in Additional fees and rounding product field in the Company information table. The Proposed quantity, Finished and Total quantity fields all contain the value 1. Also, the Proposed price and Proposed amount fields both contain negative values.
  • If the discount is applied for an individual product at the invoice line level, then no new rows will be created. Instead, once the XML is order matched the Proposed disc. amount field is filled in with the corresponding value from the XML. The Disc. % 2 to Disc. % 6 and Disc. amount 2 to Disc. amount 6 columns are cleared in the order line when updating values to receive invoice for order match and Disc. amount field is overwritten with Proposed disc. amount field respectively from the incoming invoice.

Freight charges

Freight charges are handled exactly as the fees with the only exception that the Product no. value for the newly created row is the same as the one in Product no. freight 4 field in the Company information table. The distinction between freight charges and fees is done based on the additional information contained in the Sup. descr. field in the Delivery alternative table.

Note:
For each freight charge that 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 Proposed price and Proposed amount fields in the Order line table will contain the total amount for all the freight charges with that name.

Rounding amounts

Rounding amounts are handled in the same way as fees and an additional row is added if rounding exists in the XML invoice. The exception versus fees is that the rounding amount will only generate one row per invoice whereas fees could generate multiple rows in the Order line table. The reason is that this type of fee is charged no more than once per invoice. When it comes to credit note invoices with rounding amount, the XML quantity will be extracted with a negative sign in the opposite fashion as for normal (debit) invoices.

Note:
The Rounding amount value in the Description field in the Order line table is hardcoded and 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 you are concerned that the XML values for Proposed price and Proposed amount could be too large, you can enable No automatic invoice receive if freight and No automatic invoice receive if additional fees in the Supplier options field in the Associate table.

Automatic order matching when the invoice arrives before the goods

Electronic invoices can often arrive before the goods. When this happens, the invoice gets Order match status 2 - In progress in the Document table and Excessive quantity in the Order and Order line tables.

When goods have been received (finished), the next step is to run the processing Update values and receive invoice. Instead of running this process manually, it can be automated using the Automate task functionality in Business NXT.

Automatic addition of order lines from the purchase invoice

Order matching allows some purchase order lines to be added automatically based on:

  • Sup. no.
  • Sup. prod. no.
  • Sup. descr.

The purchase order lines will be added automatically if it is enabled in the Order match processing field in the Delivery alternative table in following parameters:

  • Add order line automatically: The parameter needs to be enabled in order for an incoming invoice which contains fees and/or freight charges outside the “allowance charge” section in the XML invoice to be order matched automatically.
  • Do not finish order line automatically: If enabled, you will get the option to check the line before finishing. This parameter keeps the possibility of a control over the amounts.
Note:
If no supplier is assigned to the post with the settings in the Order match processing field in Delivery alternative table, then this setting will apply for all suppliers during order match.
Note:
The solution can be used for all types of products that are not included under the “allowance charge” section in the XML invoice.

See also: Settings on supplier level