NAVAX Automatic Order Matching

Optimises the purchase invoice process with automated order matching & improved status management.

Current Version: 22.1.0.2 as of Business Central 22.
AppSource Name: NAVAX Automatic Order Matching

Manual

Creation date: 2024/11/22
The current version of this manual can be found at:

Docs  /  NAVAX Automatic Order Matching  /  General
 NAVAX Automatic Order Matching

NAVAX Automatic Order Matching streamlines the purchase invoice process by automating order matching, significantly reducing manual efforts and errors associated with invoice processing. By ensuring that purchase orders and invoices are accurately aligned, this solution enhances operational efficiency, accelerates payment cycles, and improves financial accuracy. The automatic approval and posting features allow organizations to focus on strategic initiatives rather than routine administrative tasks, ultimately leading to cost savings and better resource allocation.
Key features

• Automatic Order Matching: Efficiently matches invoice amounts with received purchase lines, reducing discrepancies.
• Automated Approval Requests: Triggers approval processes as soon as invoice values match, expediting workflows.
• Detailed Invoice Status Updates: Provides comprehensive insights into the status of purchase invoices, facilitating better tracking and management.

Navigation

Fields, actions, pages and reports originating from the NAVAX Automatic Order Matching extension are identified by the abbreviation ncaom. 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 NAVAX Automatic Order Matching.

Permission Sets

The following permission sets are available for NAVAX Automatic Order Matching:

Name	Description
NVXAOM	NAVAX Auto. Order Matching You need these permissions to use NAVAX Automatic Order Matching.
NVXAOM, SETUP	NAVAX Setup Auto. Order Matching You need these permissions to set up NAVAX Automatic Order Matching. For more information, see Setup, Automatic Order Matching Setup.

Installation Notes

For more information, see Appendix, Installation Notes.

Docs  /  NAVAX Automatic Order Matching  /  Working with the app
 Purchase Invoice with autoamted order match

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.

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.

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..

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
 Automatic Order Matching Setup

Before NAVAX Automatic Order Matching can be used, its basic functionality must be set up. In the NAVAX Auto. Order Matching Setup page, the general settings and defaults are defined.

General, Fields

Activate 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 for approval once the order match has been completed successfully.
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 field Activate Order Matching must be turned on. 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 set up as a recurring task and starts daily at 02:00:00. You can adjust the start time to avoid overlaps with existing job queue entries. 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.

Automatic approval

You can use the field Automatic Approval to control whether an approval request should be sent automatically after the order match has been performed successfully. If this field is deactivated, after a successful order match the purchase invoice status remains either Open or is Released directly if no approval workflow is activated.

Automatic Matching Error after (Days)

Define for how many days the Order Match should run, before the Status is set to Order Matching timeout.

Order Matching Tolerance (%)

Define the allowed difference in per cent (%) between the values of the purchase order(s) and the purchase invoice. This difference relates to the content of the fields

• Total excl. VAT (vendor)
• VAT (vendor)
• Total incl. VAT (vendor)

As soon as the difference is exceeded in one of the fields, the order match cannot be completed successfully.

Actions

• NAVAX license overview

  Opens the NAVAX license overview, which shows the current license status of the NAVAX extensions.

Docs  /  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.

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.

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.

Terms & Conditions

For more information, see https://www.navax.app/EULA.php?L=en

Data Security

For more information, see https://www.navax.app/privacyStatement.php?L=en

Submit Rating

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

Publish and Install the Extension

All necessary steps are described here:
[Microsoft Learn] Business Central - Publishing and Installing an Extension

Dependencies

• NAVAX Extension Base

  ID: 2f4cb42d-6e2a-4708-a5e2-3ec5f32f20e9 For more information, see [Docs] NAVAX Extension Base

On-Premises

The following Granules are required for an On-Premises installation:

• 1010860 Extension Base by NAVAX

External Addresses

• https://www.navax.app

  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)
  
  CRL Servers
  In addition, the following CRL Servers must also be accessible for the certificate check:
  https://certificates.godaddy.com/*
  http://crl.godaddy.com/*
  or their IP: 192.124.249.36

Docs  /  NAVAX Automatic Order Matching  /  Appendix
 Release Notes

Would you like to know what has changed in the extension?
Below you'll find an overview of the new features and changes made in the updates.

Version 22.1.0.2

as of Business Central 22
2024/11/04

• Modifications

• • The Jobqueue is now able to catch errors in the background and won't fall into Error-Status anymore.

• Corrections

• • A bug during the release of an invoice was fixed.

Version 22.1.0.1

as of Business Central 22
2024/10/28

• Initial Version