This app can be used to carry out an automatic order match and thus optimise the purchase invoice process.
In the purchase invoice the order number and total invoice value can be entered. Business Central then automatically executes the ‘Get receipt lines’ function and regularly checks whether there are receipt lines for this purchase order, inserts them into the purchase invoice, compares the values and sets the corresponding status.
If desired, a workflow request can be sent automatically after a successful match.
Triggering the order match
Create a new purchase invoice, select the vendor and enter the vendor invoice no. The detailed status automatically jumps to the status Purchase invoice created.
Then enter the purchase order number(s) in the Purchase order (vendor) field and the amounts of the received invoice in Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor).
Use the Order Match action on the purchase invoice header initiate the process. The detailed status automatically jumps to the status Order Match in progress.
The invoice status remains in the status Open.
Order Match in progress
In this status, Business Central regularly checks - according to the job ledger entry set up, see Setup - whether there are new receipt lines for the purchase order(s).
This action is executed until either the timeout defined in the NCAOM Automated order synchronisation setup is reached, the order match is successfully or the order match fails.
The invoice status remains in the status Open.
Order Match successful
This status is achieved when the value of the posted receipt lines - taking into account the tolerance limit defined in the NCAOM Automated Order Matching Setup - matches the value entered in the fields Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor).
The invoice status changes - depending on the setup and whether a workflow and Auto Approve is enabled - to Pending Approval or Released.
Important
You can activate background posting and set up the associated job queue entry in Purchases & Payable Setup if you want Business Central to post released purchase invoices automatically.
Order Match timeout
This status is achieved if after the matching period defined in the NCAOM Automated order matching setup the value of the receipt lines is lower than the values in the fields Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor)..
This means that fewer goods have been received than the supplier has invoiced.
The invoice status remains in the status Open.
Order Match failed
This status is reached if the value of the receipt lines is greater than the fields Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor)..
This means that more goods have been received than the vendor has invoiced.
This status is also achieved if the delivery lines are lower than the values in the fields Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor) BUT the purchase order has been delivered in full.
This means that fewer goods have been received than the supplier has invoiced BUT no more additional receipts can be expected as the order has been fulfilled completely.
The invoice status remains in the status Open.
Approval request
If you have activated the Automatic approval in the NCAOM Automated Order Matching Setup, Business Central automatically sends the approval request as soon as the order match has been successful.
The user of the job queue entry is used for the approval request. This must be taken into account when setting up the workflow - especially if the restriction type Direct approver, Approver chain or First qualified approveris used.
The detailed status and the standard invoice status jump to Pending Approval.
Approval rejected
This status is reached when all approvers have rejected the request.
The invoice status remains in the status Open.
Approved
This status is reached when all approvers have approved the request.
The standard invoice status changes to Released..
Important
You can activate background posting in the Purchase & Payables Setup and set up the associated job queue entries if you want Business Central to post released purchase invoices automatically.
Approval request cancelled
This status is reached when the approval request is cancelled.
The invoice status remains in the status Open.
