PO Matching

There are three ways you can match your Purchase Order:

  • with the corresponding invoice
  • with the corresponding order confirmation and delivery note
    All three components must match within agreed-upon tolerance levels. It is then entered into the AP system.
  • with all the above documents, as well as control information such as the actual number of items delivered and their quality control. Once all 4 components match, the invoice is entered into the AP database.

Settings

Corresponding settings must be made in DocBits  under Settings → Document Processing → Modules → Purchase Order

On documents, the Purchase Order is listed either in the headers or, for some, in the table rows.

During validation, the supplier’s PO must be extracted correctly.

2-Way

When this is activated, you match the purchase order (PO) to the supplier invoice. In this way you make sure that what you ordered is what you get billed for.

3-Way

This adds another layer by matching the purchase order (PO) to both the delivery note and the supplier invoice, this allows you to confirm that you have received what you ordered as well as get billed the correct amount.

Keyboard accessibility for PO Matching

Click on the PO Matching required Button of your Document on dashboard

You will find the Keyboard Shortcuts by clicking on the keyboard icon

Search Filter

Once you enter the PO Matching screen of a document, within the search bar, you have various filter options.

These filter options include the following.

PO Matching Icon Colors

Fully Matched

  • Icon Suggestion: A link chain symbolizing a complete connection between the PO and the invoice.
  • Color: Green, indicating a successful match.

 

Partially Matched

  • Icon Suggestion: A link chain with one link partially open, showing that only part of the PO has been matched with the invoice.
  • Color: Amber, to signify partial completion that requires attention.

 

Mismatched

  • Icon Suggestion: Two puzzle pieces not fitting together, representing a discrepancy between the PO and the invoice.
  • Color: Red, to alert users to an issue that needs resolution.

 

Match Pending

  • Icon Suggestion: An hourglass or a clock, indicating the matching process is in progress or awaiting action.
  • Color: Blue, suggesting a process that is currently underway.

 

Unmatched

  • Icon Suggestion: A broken link in the chain, indicating no match has been found between the PO and the invoice.
  • Color: Grey, to denote inaction or the need for manual intervention.

 

Over-Matched

  • Icon Suggestion: A chain link with an overflowing box or stack of papers, indicating more items on the invoice than on the PO.
  • Color: Orange, to highlight an anomaly that exceeds the expected match.

 

Under-Matched

  • Icon Suggestion: A chain link with a box less than half full, showing fewer items on the invoice compared to the PO.
  • Color: Yellow, indicating a situation that may require additional goods delivery or another invoice.

Keyboard Shortcuts for PO Matching

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