Invoice matching allows you to identify which items on the order are covered by the invoice. When all items on the order have been invoiced, the order is closed. Invoice matching generates the costing distribution for the invoice.

You can run invoice matching either as part of the process of entering purchase ledger invoices, or as the separate Cost Invoices procedure.

Invoice matching will run if:

You are using Procurement, and
The invoice was entered with a valid PO number, and
The distribution type of the invoice is C (Costed), and
The supplier is set up with invoice matching enabled. (Invoice matching is enabled if the Invoice Match field on the supplier record is ticked.)

The Invoice Matching Tab

When entering or updating an invoice, the Matching tab allows you to identify which items on the order are covered by the invoice.

Matching Tab

Lines only show on the Matching tab if they are ready to be matched. If no lines appear, check that the GRN has been entered and that the order has been raised correctly.

If the order required GRNs:

The list shows all unmatched GRNs for the order.

If a GRN line has been fully invoiced, Coins ERP+ displays a tick in the Comp column.

The Delivered columns show the quantity and value delivered according to the GRN(s).

The Invoiced columns are for you to enter the amounts for which you have been invoiced. Coins ERP+ assumes that the invoice includes GRNs dated on or before the invoice date, and fills in the Invoiced column for these GRNs from the figures in the Delivered column (in other words, what should have been invoiced).

The Invoice Amount is the actual total amount of the invoice.

The Matched amount is the total of the values in the Invoiced column.

If the order did not require GRNs:

The list shows any outstanding order details.

If an order line has been fully invoiced, Coins ERP+ displays a tick in the Comp column.

The Outstanding columns show the outstanding quantity and value on the order.

The Invoiced columns are for you to enter the amounts for which you have been invoiced. Coins ERP+ fills in the Invoiced column from the figures in the Delivered column (in other words, what should have been invoiced).

The Invoice Amount is the actual total amount of the invoice.

The Matched amount is the total of the values in the Invoiced column.

You can add lines for additional charges.

Matching the Invoice

In order to match the invoice, the Difference amount (the difference between the Invoice Amount and the Matched amount) must be zero. You can do the following:

To accept all the "delivered" figures on a line or lines, select the lines and choose Match from the action drop-down list. Coins ERP+ fills in the "invoiced" fields with the figures from the "delivered" fields.
To change the invoiced quantity, units or value on a line, clickto update the line. Coins ERP+ fills in the "invoiced" fields with the values from the "delivered" fields.
Note that if you change the quantity, the value does not automatically change. If the quantity you enter is less than delivered, the line remains open. If the invoiced price or quantity you enter is more than that on the order, Coins ERP+ assigns a hold code to the line.
To complete a line (if no further invoices are required for the line), select the line and choose Close from the action drop-down list. To re-open the line, choose select it and choose Open from the action menu.
To set the invoiced amounts to zero, select the lines and choose Unmatch from the action drop-down list. For example, the "invoiced" figures Coins ERP+ proposes may not be appropriate and it may be easier to start from scratch.

Invoice Matching – Brief Mode

Brief mode is a streamlined method of invoice matching.

If the PO parameter IMSTYLE is set to BRIEF, a tab selector allows you to select the Brief mode of invoice matching.

A limited set of fields are available on the browse, and sequential update is enabled, so when you have updated one line, the next line opens automatically; in addition, concurrent update allows you to update several lines together.

Matching Tab – Brief Mode

You can view other details using the Detail button and update them using the Line Update button. The Add button only allows you to add simple credit lines. Other fields, which in Detailed mode are available when updating a record or viewing details, are available on column sets in Brief mode.

If the PO parameter DEFOVVAL is set to Yes, the Override Value tickbox on the matching lines is ticked by default, and the Value Invoiced field is available to update. If DEFOVVAL is set to No, the Override Value tickbox on the lines is unticked, and the Quantity Invoiced, Invoice Price and Disc% fields are available to update.

Invoice Matching – Perfect Match

If the amounts on the matching lines are equal to the invoice amount, this is considered a perfect match and the invoice can be fully matched.

The Matching Tab shows all of the goods received notes (GRNs) that have been entered into the system against the order number and are ready to be matched.

Identify the goods received note that relates to the invoice you are matching. The ticket number on the invoice should match the ticket number shown on the screen.
Select the tick box for the GRN line that is being matched.
In the action menu, choose Match and click Apply Action.
The Quantity Invoiced column updates. The Matched amount at the bottom of the screen should now be populated and the Difference should be zero.
Throughout the matching process, review the invoice, Matched and Difference amounts, as these will flag up any variances between the Invoice and the GRN.
Click Next.

If you have additional invoices to input, you may enter these by clicking Add and repeating the steps above. Once all invoices have been entered and matched, the batch is ready for posting.

Invoice Matching – Invoice Quantity greater than GRN Quantity

If the supplier has made a partial delivery of the goods with the balance to follow at a later date, but invoiced you for the full amount, the most likely scenario is that your business process is to reject the invoice until the full goods have been delivered. Should you need to process the invoice in this situation, the following process applies.

The Invoice Value and the Value Available will not match on the matching tab. This must still be matched as a whole quantity on the system.

Select the appropriate invoice matching line for the partial delivery using the tickbox.
In the action menu, choose Match Whole Quantity and click Apply Action.
The Quantity Invoiced column updates, and the Status shows Matching Imbalance. The Matched amount at the bottom of the screen should now be populated and the Difference will be the unmatched value remaining.
Click Next to return to the batch listing screen.

You will now be able to post the batch, but the invoice cannot be paid until the balance of goods has been matched on the system, or a credit note entered for the outstanding quantities.

Invoice Matching – Invoice Item Price lower than Order Item Price

In situations where the correct amount of goods have been delivered, but the supplier has charged you a lower price than that on the purchase order, Coins ERP+ will allow you to enter this without resulting in any errors.

For example, 10 items ordered at $120.00 each. Invoice is received for 10 items at $100.00.

Open the Invoice Matching line.
Change the Invoice Price amount to that on the invoice.
Save the line.
The Quantity Invoiced column updates. The Matched amount at the bottom of the screen should now be populated and the Difference should be zero.

The invoice is now matched.

Invoice Matching – Tolerances

Coins ERP+ uses tolerances to allow or disallow a match.

If the invoiced amount is less than or equal to the expected amount plus the tolerance, Coins ERP+ allows the match.
If the invoiced amount is greater than the expected amount plus the tolerance, Coins ERP+ disallows the match (does not allow you to accept the values) or warns you (asks if you want to accept the values).

Tolerances can be applied to each line, or to the invoice total.

There are a number of reasons why the invoice amount may be greater than expected. Some examples are listed below, but the means of dealing with them are the same.

Example 1: An order is raised for $1000.00 of materials. The supplier has invoiced you $1050.00 because they have added a delivery charge in error.
Example 2: The supplier raised their prices in-between the order being raised and the goods being delivered.

Your business will have defined an upper tolerance – either a value or % amount higher than the original order under which they will accept the payment of the invoice or beyond which approval must be sought before the system will allow payment.

Invoice Amount greater than Order Amount (Within Tolerance)

Open the appropriate matching line and change the Invoice Price to that shown on the invoice or select the Override Value field and amend the Invoice Value.
Save the line.
Coins ERP+ displays a warning that the Invoice Amount is in excess of expected, but that it is within tolerance.
Coins ERP+ automatically allocates a Hold Code indicating the within tolerance condition but this is for memorandum and reporting purposes only and does not physically place the invoice on hold.
The Quantity Invoiced column updates. The Matched amount at the bottom of the screen should now be populated and the Difference should be zero.
Click Next to return to the batches listing screen.

Invoice Amount greater than Order Amount (Outside Tolerance)

Open the appropriate matching line and change the Invoice Price to that shown on the invoice or select the Override Value field and amend the Invoice Value.
Save the line.
You will be prompted that the Invoice Amount is in excess of expected, and that it is not within tolerance.

The Coins ERP+ system can be set to not allow entry of lines that exceed tolerances. If this is the case for your business, you will not be able to continue with the entry of this invoice.

Coins ERP+ will automatically allocate a Hold Code indicating the outside tolerance condition and the invoice will be placed on hold.

The buyer will need to be consulted regarding the price difference and identify the reason for it. Possible scenarios are:

The Purchase Order is correct and a Credit Note must be requested from the supplier.
The Invoice is correct.

In order to pay the invoice, one of the following actions will need to be taken:

Request a Credit note from the supplier and amend the Hold code on the invoice to indicate this is the case. Enter the credit note when received.
Amend the order and take it off hold.

Creating a Missing Ticket

During invoice matching, if there is an item on the invoice for which there is no corresponding GRN on the system, you can enter a missing ticket. You can report on missing tickets separately using the Missing Tickets Report. Site staff can clear the missing tickets using Missing Ticket Workbench.

To create a missing ticket:

From the Options menu on the Invoice Details screen, click Enter a Missing Ticket.
Coins ERP+ displays the Missing Tickets input screen.
Enter the details of the delivery.
Click Save.
Coins ERP+ refreshes the display to include the missing ticket. A tick in the MT column shows that it is a missing ticket.

Invoice Matching – Multiple Orders to One Invoice

Where more than one purchase order has been entered for a supplier they may send one invoice covering all those purchase orders.

Enter the invoice in the normal way. Note that the net value entered will be for the total of the purchase orders being invoiced.
When the Matching screen appears, enter the details of the first purchase as per normal, and apply a manual match.
To enter the details of one or more purchase orders use the Options menu and Select another PO.
You will be prompted to enter the Purchase Order Number.
The Matching screen is displayed with the goods received note information for the order. If the screen is blank then no goods have been received.
If the goods have been received you can apply a manual match to the invoice.
There should be no difference once all relevant purchase orders have been matched to the invoice.

The invoice can then be posted.

Matching Credit Notes to Orders

In order to match a credit note to an order, you need to create a credit balance line.

Processing a credit note (example):

Raise an order for $100.00.
Purchase Order
Invoice arrives for $150.00. It cannot be fully matched to the order, and cannot be costed.
Matching Tab
Request a credit note from the supplier for $50.00.
Adding a Credit Note
When entering the credit note, from the details screen select the Enter Credit Amount With Balance Line option.
Coins ERP+ automatically matches the credit note to the credit line, and a credit balance line is also now available for any invoice that relates to the order.
Enter Credit Amount with Balance Line
Return to the invoice and match it to the order and the credit balance line.
Matching Tab

You can now post the credit note and invoice.

Matching Tab with Matched Invoice and Credit Note Lines

Invoice Matching – Prevent Posting to Closed Sections or Cost Codes

It is possible to prevent the invoice matching routine from posting to closed sections or cost codes.

Non-GRN Purchase Orders

Match Action

When the "Match" action is taken, the following will occur if the selected invoice matching line (or lines) refer to a contract that uses WBS codes:

If the PO parameter ALWCLSST = N, and if the section associated with the WBS code the related order line is closed, an error is displayed and matching is prevented.
If the PO parameter ALWCLSCC = N, and if the cost code on the related order line is closed, an error is displayed and matching is prevented.

In this case you will not be able to complete the invoice matching process unless the closed code is re-opened. If the PO parameter ALWCHOV5 = Y, you will be able to override the closed code, and change it to an open code.

Overriding the WBS Code and Cost Code

If the parameter ALWCHOV5 = Y, additional fields appear when updating a matching line:

WBS Code (if the contract uses WBS)

cost head

Cost Category

The default values for these fields are taken from the order line. If the WBS Code, cost head or Category have been overridden an asterisk is shown in a column at the right of the Matching browse.

GRN Purchase Orders

Similar changes have been made for GRN purchase orders.

Match Action

When the "Match" action is taken, the following will occur if the selected invoice matching line (or lines) refer to a contract that uses WBS codes:

If the PO parameter ALWCLSST = N, and if the section associated with the WBS code on any of the related GRN distribution lines is closed, an error is displayed and matching is prevented.
If the PO parameter ALWCLSCC = N, and if the cost code on any of the related GRN distribution lines is closed, an error is displayed and matching is prevented.

Overriding the WBS Code and Cost Code

If the parameter ALWCHOV5 = Y, for each GRN distribution line the following additional fields appear on the line when updating a matching line:

WBS Code (if the contract uses WBS codes)

cost head

Cost Category

In addition, the GRN Allocation field is not updateable.

The default values for these fields are taken from each of the GRN distribution lines.

If the WBS Code, cost head or Category have been overridden an asterisk is shown in a column at the right of the Matching browse.

Invoice Auto-Matching

If the PO parameter AUTOMTCH = Y, Coins ERP+ checks to see whether an auto-match can take place. If either of the PO parameters ALWCLSST and ALWCLSCC is set to “N” and the corresponding code is closed, auto-matching does not take place.

This also applies to auto-matching of eCommerce invoices.