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Version: Current

Troubleshooting: Manual Matching Issues (Cannot Find PO/Receipt)

Problem​

When attempting to manually match an invoice line to a Purchase Order (PO) or Goods Receipt (GR) using the matching modal, you encounter issues such as:

  1. The correct PO or GR does not appear in the search results.
  2. You can find the PO/GR, but cannot select or match specific lines.
  3. You receive an error when trying to confirm the match.

Common Causes​

  1. Incorrect Supplier: The manual matching modal filters potential POs/GRs based on the Supplier linked to the invoice. If the wrong Supplier is linked to the invoice, the correct PO/GR (linked to the correct Supplier) will not appear.
  2. PO/Receipt Not in Matchable Status: Similar to automatic matching, the PO or GR must be in a status configured as "matchable" in the Allocation Extension settings to appear in the manual matching search.
  3. PO/Receipt Already Fully Matched: If the PO/GR line you are trying to match against has already been fully allocated (quantity or amount) to other invoices/receipts, it may not be selectable or available for further matching.
  4. Incorrect Search Criteria: Typos or incorrect information entered in the search bar within the matching modal.
  5. Data Permissions: Although less common for matching, insufficient data permissions could theoretically prevent a user from seeing certain POs/GRs they should have access to.
  6. Quantity/Amount Mismatch (Strict Settings): If allocation settings are very strict (e.g., exact quantity match required), lines with even minor differences might not be selectable.
  7. Temporary UI Glitch: Occasionally, a temporary issue might affect the modal's functionality.

Troubleshooting Steps​

  1. Verify Invoice Supplier: Close the matching modal. Check the Supplier linked to the invoice header. Is it correct? If not, correct the Supplier match first and Save the invoice before attempting manual matching again.
  2. Check PO/Receipt Status:
    • Manually search for the correct PO/GR in its respective submodule. What is its current status?
    • Check the Allocation Extension settings (Settings > Document Types > Edit Invoice > Extensions > Allocations) to confirm which statuses are considered matchable.
    • If the PO/GR is not in a matchable status, it cannot be manually matched yet.
  3. Check PO/Receipt Allocation:
    • Open the target PO/GR. Expand the lines. Is the specific line you want to match already fully allocated? Check the remaining quantity/amount.
  4. Refine Search in Modal:
    • Double-check the PO or GR number you are searching for within the matching modal. Ensure there are no typos.
    • Try searching with less specific criteria initially (e.g., just the supplier name if searching "Other POs").
  5. Check Allocation Method: Are you trying to match by quantity when the system is set to amount-based matching, or vice-versa? While the modal often adapts, ensure your manual matching approach aligns with the configured method (Understand Quantity vs. Amount Matching).
  6. Refresh/Retry: Close the matching modal and the invoice. Reopen the invoice and try the manual matching process again. Sometimes a simple refresh resolves temporary UI issues.
  7. Check Permissions: Confirm with your administrator that you have the necessary view permissions for Purchase Orders and/or Goods Receipts and the appropriate Data Permissions.

Need Help?​

If you still cannot manually match documents after following these steps, contact Zudello support. Provide:

  • Document UUIDs for the invoice, PO, and GR involved.
  • Screenshots of the matching modal showing the search results or the specific issue encountered.
  • The expected matching outcome.