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The Zetadocs Order Matching screen allows the matching of invoice lines to order lines, either automatically or manually.

Order lines may be matched either fully or partially (e.g. if an order is being invoiced in multiple stages).

On-screen options

 

3-way matching

 
When the Zetadocs Order Matching screen appears, Zetadocs will typically auto match the lines for you where it can. In some cases, you may need to match the lines manually, as detailed below.

Automated matching

If enabled (via Zetadocs System Rule), Zetadocs automatically matches lines extracted from the vendor invoice to the relevant purchase order line. It does this by applying the following filters and matching criteria, in this order:

1. Filter on purchase order lines for the specified vendor only (that have not been invoiced)
2. Filter on the PO Number extracted from the Vendor document.
   Note: If no PO number is extracted, then all purchase order lines (that have not been invoiced) for the specified vendor will be shown.
3. For each invoice line, a match is made automatically to an order line where:

• • The Line Type and No. fields match exactly OR if these fields are blank on the invoice line  
  • There is an exact match between the Direct Unit Cost Excl. tax values.
  • The Quantity on the invoice line is equal to or greater than the Qty. To Invoice on the order line.

 

 

Note:

• If the Direct Unit Cost Excl. Vat amount on the invoice line matches that on two or more order lines, then the lines will not be matched and you would need to do this manually instead.(unless the line Type and No. has been populated on the Zetadocs Preview Screen, in which case a match will be made automatically to the appropriate order line).
• Zetadocs will automatically match to an order line which has been receipted before any that have not been receipted, unless the Block Receipting option has been enabled on the Zetadocs System Rule and/or the related Zetadocs Vendor Rule, in which case non-receipted order lines will not be automatically matched.

Manual matching

Alternatively, you can manually match an invoice to an order line.

This can be done by first selecting the invoice line, followed by the appropriate order line.

Matching status

As the lines are matched, either automatically or manually, the formatting of the lines will display differently to indicate the matching status:

Dark green = Fully matched line (i.e. quantity on the invoice line matches that on the order line)

Yellow = Partially matched (i.e. quantity on the invoice line is less than that on the order line)

Black = Unmatched

As the lines are matched, the values shown in the Matching section will update automatically to indicate the progress being made towards matching the full value of the invoice.

Once the amount to match is zero and the amount matched equals the invoice total, you can click OK to return to the Preview screen.

The matched order number will be written as a comment line on the invoice as an easy reference later.

Receipts

Zetadocs will only allow invoice lines to be matched to order lines that have been receipted. This ensures there is a 3-way match between the purchase invoice, order and receipt lines.

If you try to match to an order line which has not been receipted, then Zetadocs will offer to receipt the line for you (unless the Block Receipting option has been enabled on the Zetadocs System Rule and/or the related Zetadocs Vendor Rule).

If Block Receipting is enabled, all unreceived order lines will not be shown on the Order Matching screen. Additionally, Zetadocs will block posting of unreceived invoices if the Post Document option is enabled.

The Block Receipting option is designed for customers that wish to enforce a strict segregation of duties between their Finance and Warehouse teams.

Warehouse receipts

If you are using the warehousing module in Business Central (that requires warehouse receipts to receive goods to a specified location) and you use Zetadocs to receive line items, then Zetadocs will create a posted warehouse receipt in addition to the posted purchase receipt and copy the Item Location Code to the purchase invoice that is created.

Multi-document matching

Zetadocs supports multi-document matching scenarios:

• Multiple Purchase Orders > Single Invoice
  The lines on an invoice may be matched to order lines that span multiple purchase orders.

You can use the Document No. column filter in the Order Lines section to find the PO required.

• Multiple Invoices > Single Purchase Order
  A single line on the PO may be matched to invoice lines that span multiple invoices.

If matching an Order line to an Invoice line, where the Order line Qty. to Invoice is lower than the Invoice line Quantity, Zetadocs will automatically split the Invoice line into two separate lines (one matched line with a quantity that equals that which is currently being invoiced for, along with another unmatched line for the remaining Qty. to Invoice).

Once the matched line is successfully invoiced, the Qty. to Invoice on the matched PO line is updated accordingly.

When you later match lines from other invoices to the same PO line, Zetadocs will continue splitting the invoice lines shown (in the same way as described above) until the Order line Qty. to Invoice equals the Invoice line Quantity.

Purchase Order Line Description

By default, the extracted invoice line description will be replaced with the matched Purchase Order line description.

This can be configured via Zetadocs System Rule and/or the related Zetadocs Vendor Rule, if there is a preference to retain the extracted invoice line description instead.

Purchase Order tidy-up

Zetadocs automatically deletes fully invoiced Purchase Orders in Business Central after the matched Purchase Invoice is posted. Zetadocs will also archive orders if Archive Orders is enabled on the Purchase & Payables Setup in Business Central.