Step 2: Review Extracted Data & Perform Matching
After Zudello has processed the uploaded invoice (it should now be in Ready or User Review status), the next crucial step is to review the automatically extracted data and perform the matching against the corresponding Purchase Order (PO) and, if applicable, the Goods Receipt (GR).
Steps:
- Open the Invoice: Navigate to the Purchasing > Invoices submodule and click on the invoice record to open it.
- Review Header Information: Carefully check the key details extracted from the invoice header:
- Verify the Document number, Date issued, Due date, and Currency accurately reflect the physical invoice document.
- In the Company section, confirm that the correct Supplier has been automatically matched. If it's incorrect, click the Match with this supplier link and search for the correct supplier record.
- Check Automatic Matching Results: Zudello intelligently tries to find the corresponding PO by looking for a PO number on the invoice image.
- If a match is found, the PO number will be displayed, often linked. You'll also see matching status icons appear next to the line items below.
- For organisations using three-way matching, Zudello will also attempt to link the relevant Goods Receipt associated with the matched PO.
- Review Line Item Matching: Scrutinise the matching icons displayed at the start of each invoice line item. These icons provide immediate feedback on the matching status:
- Green ticks or equals signs generally indicate a successful match.
- Yellow icons signal a variance (e.g., quantity or price difference).
- Red crosses indicate an unmatched line.
- Refer to the detailed explanations in the Two-Way Matching or Three-Way Matching guides for a full understanding of each icon.
- Ensure the quantities and prices align as expected between the invoice, the PO, and the GR (if applicable).
- Perform Manual Matching (If Necessary): Sometimes automatic matching isn't possible or might be incorrect.
- If you see unmatched lines (red cross) or lines matched incorrectly, click the matching icon on that specific line. This opens the matching modal.
- Within the modal, you can search for and select the correct PO and/or GR lines to match against the invoice line. You may also need to adjust matched quantities here. Follow the detailed instructions in the Two-Way Matching or Three-Way Matching guides for using the manual matching tools.
- Address Variances: Pay close attention to any yellow variance icons. These highlight discrepancies in price or quantity that might exceed acceptable tolerances set by your organisation.
- Investigate the reason for the variance.
- Depending on your company's policy, you might need to seek further approval, contact the supplier to resolve the issue, or proceed while noting the variance (see next step).
What Happens Next?
Once you are satisfied with the matching, you can proceed to complete the coding.
Next Step: Complete Coding & Submit for Approval
Related How-To Guides:
- Processing an Invoice
- Two-Way Matching
- Three-Way Matching
- Understanding Two-Way and Three-Way Matching
title: Step 2 - Review Data & Match PO description: Review the extracted invoice data and perform two-way or three-way matching against the purchase order (and goods receipt). slug: /product-guide/ap-clerk/process-po-invoice/step-2-review-and-match sidebar_label: 2. Review & Match
Step 2: Review Extracted Data & Perform Matching
After Zudello has processed the uploaded invoice (it should now be in Ready or User Review status), the next crucial step is to review the automatically extracted data and perform the matching against the corresponding Purchase Order (PO) and, if applicable, the Goods Receipt (GR).
Steps:
- Open the Invoice: Navigate to the Purchasing > Invoices submodule and click on the invoice record to open it.
- Review Header Information: Carefully check the key details extracted from the invoice header:
- Verify the Document number, Date issued, Due date, and Currency accurately reflect the physical invoice document.
- In the Company section, confirm that the correct Supplier has been automatically matched. If it's incorrect, click the Match with this supplier link and search for the correct supplier record.
- Check Automatic Matching Results: Zudello intelligently tries to find the corresponding PO by looking for a PO number on the invoice image.
- If a match is found, the PO number will be displayed, often linked. You'll also see matching status icons appear next to the line items below.
- For organisations using three-way matching, Zudello will also attempt to link the relevant Goods Receipt associated with the matched PO.
- Review Line Item Matching: Scrutinise the matching icons displayed at the start of each invoice line item. These icons provide immediate feedback on the matching status:
- Green ticks or equals signs generally indicate a successful match.
- Yellow icons signal a variance (e.g., quantity or price difference).
- Red crosses indicate an unmatched line.
- Refer to the detailed explanations in the Two-Way Matching or Three-Way Matching guides for a full understanding of each icon.
- Ensure the quantities and prices align as expected between the invoice, the PO, and the GR (if applicable).
- Perform Manual Matching (If Necessary): Sometimes automatic matching isn't possible or might be incorrect.
- If you see unmatched lines (red cross) or lines matched incorrectly, click the matching icon on that specific line. This opens the matching modal.
- Within the modal, you can search for and select the correct PO and/or GR lines to match against the invoice line. You may also need to adjust matched quantities here. Follow the detailed instructions in the Two-Way Matching or Three-Way Matching guides for using the manual matching tools.
- Address Variances: Pay close attention to any yellow variance icons. These highlight discrepancies in price or quantity that might exceed acceptable tolerances set by your organisation.
- Investigate the reason for the variance.
- Depending on your company's policy, you might need to seek further approval, contact the supplier to resolve the issue, or proceed while noting the variance (see next step).
What Happens Next?
Once you are satisfied with the matching, you can proceed to complete the coding.
Next Step: Complete Coding & Submit for Approval
Related How-To Guides: