Troubleshooting: Issues with Quantity vs. Amount-Based Matching

Problem

You are experiencing unexpected matching behaviour or results, and you suspect it relates to whether Zudello is configured to match based on Quantity or Amount.

Examples:

• An invoice for a service (where quantity is irrelevant) fails to match a blanket PO because the quantities don't align.
• An invoice for goods matches a PO based only on total amount, ignoring significant quantity discrepancies.
• Variance calculations seem incorrect or are missing when you expect them.

Common Causes

1. Incorrect Matching Method Configuration: The primary cause is that the Check remaining by setting in the Allocation Extension (Settings > Document Types > Edit Invoice > Extensions > Allocations) is set incorrectly for the type of documents being processed.
   • Set to Quantity when Amount is more appropriate (e.g., for services, blanket POs).
   • Set to Amount when Quantity is more appropriate (e.g., for inventory items).
2. Misunderstanding of Method Impact: Users might expect quantity-level precision when amount-based matching is active, or vice-versa.
3. Inconsistent Data:
   • Amount Matching: Line totals (total_exclusive_local) on the invoice or PO are incorrect, preventing the amounts from matching within tolerance.
   • Quantity Matching: Line quantities (quantity) on the invoice or PO are incorrect.
4. Missing Data: Key fields required for the configured matching method are missing (e.g., quantity missing for quantity-based matching).

Troubleshooting Steps

1. Identify Configured Method:
   • Navigate to Settings > Document Types.
   • Edit the relevant Document Type (e.g., Purchase Invoice).
   • Go to the Extensions tab and find the Allocations extension.
   • Check the Check remaining by setting. Is it set to Quantity or Amount?
   • (Example setting - image temporarily unavailable)
2. Evaluate Appropriateness: Does the configured method make sense for the type of invoices you are troubleshooting?
   • If troubleshooting service invoices failing to match a blanket PO, and the setting is Quantity, it should likely be changed to Amount.
   • If troubleshooting goods invoices where quantity discrepancies aren't being flagged, and the setting is Amount, it should likely be changed to Quantity.
3. Correct Configuration (Admin Task): If the configured method is incorrect, an administrator needs to update the Allocation Extension setting and Update the Document Type. Note: Changing this setting may affect how future documents are automatically matched.
4. Review Data Based on Configured Method:
   • If Quantity Matching: Focus on the quantity fields on the invoice and PO/GR lines. Are they accurate? Are they matching correctly line-by-line based on SKU/description?
   • If Amount Matching: Focus on the total_exclusive_local fields on the invoice and PO/GR lines (or PO header). Are they accurate? Do the allocated amounts correctly reduce the remaining PO amount?
5. Re-trigger Matching: After correcting configuration or data, use Apply Trained Rules (Using Apply Trained Rules) on the invoice or attempt manual matching again.
6. Understand Variance Differences: Remember that detailed price variances are typically only calculated and displayed prominently for Quantity-Based Matching. Discrepancies in Amount-Based Matching are primarily reflected in the remaining PO amount.

Need Help?

If you are unsure about the correct matching method configuration or continue to experience issues related to quantity vs. amount matching, contact your organisation administrator or Zudello support.