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Version: Current

Troubleshooting: Invoice Not Automatically Matching to PO/Receipt

Problem​

An uploaded invoice should match an existing Purchase Order (PO) and/or Goods Receipt (GR) in Zudello, but the automatic matching (allocation) process fails, leaving the invoice unmatched or only partially matched.

Common Causes​

  1. Missing/Incorrect PO Number:
    • The PO number was not extracted correctly from the invoice image.
    • The extracted PO number on the invoice does not exactly match the document_number of the PO in Zudello (check for typos, extra spaces, prefix/suffix differences).
  2. Incorrect Supplier Match: The invoice was automatically linked to the wrong Supplier, or no Supplier was linked. Matching only occurs between documents linked to the same Supplier record.
  3. PO/Receipt Not in Matchable Status: The corresponding PO or GR is not in a status configured as "matchable" in the Allocation Extension settings for the Invoice Document Type. Common matchable statuses for POs are PLACED, PARTIALLY_RECEIVED, RECEIVED, etc. Common matchable statuses for GRs are ACTIVE or COMPLETE. If the PO/GR is still in DRAFT or APPROVAL, it cannot be matched.
  4. PO Already Fully Matched: The PO has already been fully allocated (quantity or amount, depending on settings) to other invoices or receipts.
  5. Line Item Mismatches (Line Level Matching): If matching is configured at the line level:
    • SKUs, descriptions, quantities, or unit prices on the invoice lines do not sufficiently match any available lines on the PO/GR according to the configured matching rules (e.g., match on SKU, match on description).
    • See Understand Item Matching.
  6. Allocation Extension Disabled/Misconfigured: The Allocation Extension is not enabled for the Invoice Document Type, or its settings (matchable statuses, matching method) are incorrect.
  7. Timing: The PO or GR might not have existed or reached a matchable status in Zudello before the invoice was processed by Enrichment.

Troubleshooting Steps​

  1. Verify PO Number:
    • Open the invoice. Check the extracted po_number field against the invoice image. Is it correct?
    • Search for that exact PO number in the Purchasing > Orders submodule. Does the PO exist?
    • Compare the invoice po_number character-for-character with the PO document_number. Correct any discrepancies on the invoice po_number field and Save. This might trigger re-matching.
  2. Verify Supplier Match:
    • Ensure the correct Supplier is linked to both the invoice and the PO/GR. Correct the supplier match on the invoice if necessary and Save.
  3. Check PO/Receipt Status:
    • Find the corresponding PO and/or GR in Zudello. What is their current status?
    • Check the Allocation Extension settings (Settings > Document Types > Edit Invoice > Extensions > Allocations) to see which PO/GR statuses are configured as matchable.
    • If the PO/GR is not in a matchable status, it needs to progress through its workflow first (e.g., approve the PO, complete the GR).
  4. Check PO/Receipt Allocation:
    • Open the PO/GR. Expand the line items. Does it show quantities or amounts already allocated to other invoices/receipts? Is there sufficient remaining quantity/amount to match the current invoice?
  5. Review Line Item Details (Line Level Matching):
    • If matching occurs at the line level, compare the sku, description, quantity, and unit_price between the invoice lines and the PO/GR lines. Do they align according to your matching rules? Correct data on the invoice lines if necessary.
  6. Check Allocation Extension Configuration:
    • Verify the Allocation Extension is enabled for the Invoice Document Type and configured correctly (matchable statuses, matching method - quantity vs. amount).
  7. Use "Apply Trained Rules": If the PO/GR was updated or reached a matchable status after the invoice was processed, open the invoice and use Apply Trained Rules (Using Apply Trained Rules) to re-trigger the matching process.
  8. Manual Matching: If automatic matching still fails, use the manual matching interface. See Manual Matching Issues.

Need Help?​

If invoices consistently fail to auto-match despite correct data and statuses, contact Zudello support. Provide:

  • Document UUIDs for the invoice, PO, and GR.
  • Screenshots of the Allocation Extension configuration.
  • Details of the expected match.