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Version: Current

Manually Matching an Invoice to a PO/Receipt

While Zudello often suggests potential matches between an Accounts Payable (AP) Invoice and its corresponding Purchase Order (PO) or Goods Receipt (GRN), there may be times when you need to manually search for and link these documents. This could be because the automatic suggestion is missing, incorrect, or you need to link multiple POs/Receipts.

Best practices​

  • Have the PO number(s) or other identifying information (like supplier reference or date range) ready before starting the manual match.
  • Carefully review the details of the PO/Receipt you select to ensure it's the correct one before linking.
  • Pay close attention to quantities and amounts when matching lines, especially if dealing with partial shipments or multiple POs.

Manually Matching​

  1. Open the Invoice: Navigate to the Purchasing module > Invoices submodule. Open the invoice you are processing.
  2. Access the Matching Section: Locate the area on the invoice screen dedicated to PO/Receipt matching. This might be a specific tab, section, or panel labelled "Matching", "Allocations", or similar.
  3. Initiate Manual Search: Look for a button or link to manually find the related documents. This could be labelled Find PO, Search PO/Receipt, Manual Match, Add Allocation, or similar. Click this option.
  4. Search for PO/Receipt: A search interface will appear. You can typically search using criteria such as:
    • PO Number: Enter the specific PO number if known.
    • Supplier: Usually filtered automatically, but confirm it's correct.
    • Date Range: Specify dates to narrow down potential POs or Receipts.
    • Amount: Search for POs/Receipts with similar total amounts.
    • Click Search or Find.
  5. Select the Correct PO/Receipt: Review the search results. Zudello will list POs and/or Goods Receipts matching your criteria that are available for matching (i.e., not fully invoiced or already matched elsewhere). Select the correct PO(s) and/or Receipt(s) by clicking on them or using checkboxes. Click Add, Link, or Select to associate them with the invoice.
  6. Allocate Lines (If Necessary): Once the PO/Receipt is linked, you often need to specify how the invoice lines correspond to the PO/Receipt lines.
    • Zudello might automatically attempt to allocate lines based on item codes or amounts. Review these automatic allocations.
    • Manually adjust allocations if needed. This might involve clicking on an invoice line and then clicking on the corresponding PO/Receipt line, or entering quantities/amounts to allocate.
    • Ensure the Quantity and Amount being matched from the invoice do not exceed the available quantity/amount on the linked PO/Receipt lines.
  7. Review Variances: Zudello will highlight any discrepancies (variances) between the invoice lines and the matched PO/Receipt lines (e.g., price differences, quantity differences). Address these according to your organisation's procedures.
  8. Confirm Matching: Once you are satisfied that the invoice is correctly matched to the relevant PO(s) and/or Receipt(s), save the changes or proceed with submitting the invoice. The matching status (e.g., 'Matched', 'Partially Matched') should update.

Manual matching provides flexibility when automatic suggestions aren't sufficient, ensuring accurate linking of procurement documents.

See also: Processing an AP Invoice, Understanding Document Matching

Need help?​

If you cannot find the correct PO/Receipt or have trouble allocating lines during manual matching, contact your organisation administrator or Zudello support.