This app can be used to carry out automatic order matching and thus optimise the purchase invoice process.
The order number and the total value of the invoice transmitted by the vendor are recorded in the purchase invoice. Business Central then runs the function ‘Get receipt lines’ for a set amount of time. This automatically transfers all received purchase lines to the purchase invoice and compares the value of the receipt lines with the value entered in the purchase invoice.
As soon as the values match, an approval request can be sent automatically. Approved purchase invoices can also be posted automatically using the standard ‘background posting’ functionality.
This can significantly reduce the manual effort involved in registering and posting purchase invoices.
In addition, NAVAX Automatic Order Matching provides further insight on the purchase invoice process by updating a detailed invoice status.
Tip
For a fully automated purchase invoice process, you can use the AI-supported text recognition of Finmatics Autonomous Account. Use artificial intelligence to create the purchase invoice and match it with your purchase orders.
Triggering the order match
Create a new purchase invoice, select the vendor and enter the vendor invoice no. Then enter the purchase order number(s) in the Purchase order (vendor) field. If several purchase orders are invoiced in one vendor invoice, the individual order numbers are separated by ‘|’.
The detailed status automatically jumps to the status Purchase invoice created.
Then enter the amounts of the received invoice in Total excl. VAT (vendor), VAT (vendor), Total incl. VAT (vendor).
Then click on order match on the purchase invoice header to initiate the process. Business Central then executes the ‘Get receipt lines’ function and transfers all posted receipt lines to the purchase invoice.
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 queue entry - whether there are new receipt lines for the purchase order(s) entered and automatically transfers these to the purchase invoice.
This action is carried out until either the defined timeout is reached, the order match is successful, 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 definedtolerance limit - 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 defined period, 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 detailed status automatically jumps to the status Order Match timeout.
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 Automatic 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 change 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.
Purchase Invoice with autoamted order match
