Optimises the purchase invoice process with automated order matching & improved status management.
Manual
Creation date: 2024/10/22 The current version of this manual can be found at:
☰ Contents
General
NAVAX Automatic Order Matching NCAOM Automatic Order Matching adds automated order matching and enhanced status management to Microsoft Dynamics 365 Business Central for purchase invoices...
Working with the app
Automated Order Match This app can be used to carry out an automatic order match and thus optimise the purchase invoice process...
Setup
NCAOM Automatic Order Matching Setup Here you can specify the general settings and defaults for the NAVAX Automatic Order Matching...
Appendix
NAVAX License Management The NAVAX License Management page (in older versions NAVAX License Overview or NCEX License Overview) displays the current license status of the NAVAX extensions...
Installation Notes
Release Notes
Docs / NAVAX Automatic Order Matching / General NAVAX Automatic Order Matching
NCAOM Automatic Order Matching adds automated order matching and enhanced status management to Microsoft Dynamics 365 Business Central for purchase invoices.
Navigation
The NCAOM Automatic Order Matching is integrated into its own Contract Processor roles.
Fields, actions, pages and reports originating from the NCAOM Automatic Order Matching extension are identified by the abbreviation ncaom. This additional labeling makes them clearly distinguishable from other extensions (which may use similar names and designations).
The search terms "nvxaom", "ncaom" and "navax" are also recognized by "Tell me what you want to do". This allows very fast access to the individual areas of NCAOM Automatic Order Matching.
Note
The NCAOM Automatic Order Matching was developed with the prefix ncaom resp. nvxaom.
ncaom resp. nvxaom stands for NAVAX Consulting resp. NAVAXAutomated Order Match.
Permission Sets
The following permission sets are available for NCAOM Automatic Order Matching:
Name
Description
NVXAOM
NAVAX Auto. Order Matching
You need these permissions to use NCAOM Automatic Order Matching.
NVXAOM Setup
NAVAX Setup Auto. Order Matching
You need these permissions to set up NCAOM Automatic Order Matching.
For more information, see Setup, NCAOM Automatic Order Matching Setup.
Docs / NAVAX Automatic Order Matching / Working with the app Purchase Invoice with autoamted order match
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.
Docs / NAVAX Automatic Order Matching / Setup NCAOM Automatic Order Matching Setup
Here you can specify the general settings and defaults for the NAVAX Automatic Order Matching.
General, Fields
Activate Purchase Order Matching
Activates the automatic order matching. In the purchase invoice, the relevant fields are visible. A job queue entry is created for periodic order matching.
Automatic Approval
Specifies whether purchase invoices are automatically sent to the approval workflow as the order match has been successfully completed.
Order Matching Tolerance (%)
Specifies the allowed Difference in Value between the Purchase Order and the Purchase Invoice
Automatic Matching Error after (Days)
Defines how long a Purchase Invoice can be in the Status “Waiting for Goods Receipt” until the status automatically changes to Matching Error.
In order for automatic order matching to be carried out, the function Activate Purchase Order Matching must be turned on in NCAOM Automated order matching setup.
This automatically displays the following fields in the purchase invoice:
Total excl. VAT (vendor)
VAT (Kreditor)
MwSt (Kreditor)
Total incl. VAT (Kreditor)
Detailed Status
In addition, the job queue entry 70161700 / Perform order match is created and activated.
The job queue entry is created as a recurring task and starts daily at 02:00:00.
Important
The job queue entry is created with the user who activates order matching. This user needs to have the permission to execute the Get receipt lines and Send approval requests.
You can define whether the approval request should be requested automatically after the order match has been successful, how long the order match should run for before the detailed status is set to order match timeout and what difference in % between a purchase invoice and a purchase order is considered a successful match.
Actions
NAVAX license overview
Opens the NAVAX license overview, which shows the current license status of the NAVAX extensions.
The NAVAX License Management page (in older versions "NAVAX License Overview" or "NCEX License Overview") displays the current license status of the NAVAX extensions.
Fields
Name
Specifies the name of the Extension.
License Status
Specifies the current license status of the Extension.
Serial No.
Specifies the serial number of the Extension.
Version
Specifies the currently installed version of the Extension.
Trial Version
A NAVAX extension can be tested or used free of charge for 30 days after installation. After that, the extension can only be used with a valid license.
Request License
The license can be requested or checked via the Current Status action. This opens a window.
The following example shows the NAVAX extension Excel Report Builder.
Fill in the fields in the window and then click Send License Request.
Please note that the licensing process may take some time.
In the next few days you will receive an email with further information.
Note
For licensing, calling the online help and performing some actions, access to https://www.navax.app must be granted.
Public IP from www.navax.app for setting firewall access: 94.136.22.236, Port: TCP/443
Checking the connection to https://www.navax.app using PS: Test-NetConnection navax.app -port 443 (PS must be performed with the M-Tier service user)
Activate/Update License
As soon as the licensing has been completed, you will receive an email and the license can be activated via the Update License action.
The license is company independent. So it does not matter in which company the action is called.
Note
The licence must be updated once a year via the Update License action.
The update is only possible or necessary within the last 30 days before the license expires, or afterwards. Within the last 30 days before the license expires, notes are displayed.
If the Automatic License Renewal is enabled, the Update License action is called automatically before the license expires. Note that the setting is only active after the license has been activated via the action.
This action can be used to open the Microsoft AppSource ratings page for the extension.
We would be very happy if you submit your rating and let us know about your experience with the Extension.
Docs / NAVAX Automatic Order Matching / Appendix Installation Notes
Fill in the fields in the window and then click Send License Request.
Please note that the licensing process may take some time.
In the next few days you will receive an email with further information.
