Available only with the Wunderbricks Accounting System
The PO Matching feature streamlines the process of matching purchase orders (POs) to invoice details, automating this cycle based on criteria defined by the user. If the specified conditions are met, invoices will be automatically processed.
The setting can be configured at –
Administration General Settings – PO Matching
PO Matching Setting –
The setting has several dimensions. Let’s explore each of them one by one.
Our users can choose where the purchase order values should be read and matched from. The two available options are:
- Header Level Matching: PO details are read from the header section, and the total invoice amount (including VAT) is used as the matching criterion.
- Line Level Matching: PO details are read from the individual line items. The match is based on the price of a single item/article, not the price multiplied by quantity.
Amount Tolerance Settings
- Positive/Negative Amount Tolerance: This setting determines the allowable discrepancy between the purchase order amount and the invoice amount. Users should configure these tolerances based on expected/allowed discrepancies.
Matching Options
Here, the user can choose whether they want a single or multiple invoices to be checked against a single or multiple purchase order.
- One Invoice to one Purchase Order: When the first invoice for a purchase order is received and meets the user-defined tolerance limits (for amount or percentage), it will be accepted. The next submitted invoices will get rejected.
- Multiple Invoices to one Purchase Order: This option allows multiple invoices to be matched to a single purchase order, provided the defined tolerances (positive/negative amount difference or percentage) are met.
Note – In line-level matching, an option to match multiple invoices with multiple purchase orders will be available in future releases. Currently, this option is disabled.
Based on the settings above, invoices will either be accepted or rejected. The status of these invoices can be viewed under the PO Matching page, which can be accessed via the hamburger menu and filtered by the different views available.
Additional options on the PO Matching Setting’s page –
- Auto-Reject Invalid Invoices: Invalid invoices – those that do not meet the set tolerance criteria (positive/negative amount setting) – can either be automatically rejected or moved to a Manual Validation view for further review.
- Stop All Invoices: Enabling this option sends all invoices directly to the Manual Validation view for further action.
(The Manual Validation view is described in the next sections)
Highlighting Fields – If the checkbox is ticked, the corresponding values will be highlighted with a color scheme to indicate their status.
Syncing Purchase Orders from Wunderbricks to Smartbooqing
- After enabling PO Matching settings, a new menu item, “Purchase Order List,” will appear under the Processing Settings tab. This will display all purchase orders from Wunderbricks.
- You can also sync the latest purchase order data from Wunderbricks by clicking SYNC.
The PO Matching Page
- Manual Validation view: Users can check invoices against matched purchase orders manually and either accept or reject them.
- Accepted view: It displays all accepted invoices.
- Rejected view: It displays all rejected invoices, with the option to return invoices to the Manual Validation view.
Process Flow in Smartbooqing
- When PO matching is enabled, all purchase orders from your accounting system are imported. Based on the matching settings, purchase order and invoice details, documents will be added to the PO Matching view.
- Invoices that appear in the Accepted view of the PO Matching page will follow the normal processing flow (review, export, etc.) within Smartbooqing.
Color icons on the PO Matching Page
This is essentially based on the amount tolerance limit that the users have defined for matching the amounts between the invoice and the purchase order.
- Yellow: Match within tolerance limits for amounts and price.
- Green: Exact match on amounts and price.
- Red: The purchase order amount and price are outside the tolerance limits.
The Invoice Detail Page (IDP) –
When a user clicks on the magnifying glass, it will open the invoice detail page for that document.
For invoices that have been matched according to the Header Level PO setting, the invoice detail page will appear as follows:
The screen is split to show Invoice (PDF), Invoice Details, and PO Details.
For invoices that have been matched according to the Line Level PO setting, the invoice detail page will appear as follows:
Action Buttons on the IDP
- Change: Allows users to link the invoice to another (possibly more recent) purchase order. The invoice amounts will be rechecked, and the user can then decide to accept or reject the invoice.
- Unlink: If the user no longer wishes to match the invoice with the current purchase order, they can unlink it, and the document will follow the normal flow in Smartbooqing.