Purchase Order Matching Screen

Introduction

This document provides a comprehensive guide on how to use the Purchase Order Matching system within your ERP platform. The PO Matching system automates the reconciliation of purchase orders with incoming invoices, ensuring that financial transactions are accurate and discrepancies are addressed promptly.

Getting Started

To begin using the PO Matching system, ensure that you have the necessary permissions set up by your system administrator. You will need access to both the purchase order data and the corresponding invoice data within the system.

System Requirements

• Access to purchase order and invoice modules within the ERP system.

• Appropriate user permissions for viewing and matching financial documents.

Key Features

• Automatic Data Extraction: Automatically extracts and interprets data from digital invoices.

• Data Comparison: Compares extracted invoice data against existing purchase order data.

• Match Verification: Verifies matches based on predefined rules and tolerances.

• Discrepancy Reporting: Identifies and reports any discrepancies between invoices and purchase orders.

• Audit Trail: Maintains a log of all actions for compliance and review.

User Interface

The PO Matching system interface typically includes the following components:

• Dashboard: Overview of matching status and recent activity.

• Search and Filter Tools: Capabilities to search and filter purchase orders and invoices.

• Matched Records: Section displaying successfully matched records.

• Discrepancies: Section showing records with discrepancies needing review or action.

• Reports: Access to detailed reports and export options.

Step-by-Step Guide to Using PO Matching

1. Access the PO Matching Module

Navigate to the PO Matching module from the main menu of your ERP system.

2. Import or Access Invoices

• Automated Import: If your system is set up for automated data capture, invoices will be imported automatically into the system.

• Manual Upload: If necessary, manually upload invoice files into the system using the provided interface.

3. Review Automatically Matched Invoices

• Review invoices that have been automatically matched with purchase orders.

• Verify the details of the match, including item numbers, quantities, and prices.

4. Handle Discrepancies

• Access the Discrepancies section to review any invoices that could not be automatically matched.

• Manually adjust quantities or prices as needed, or flag the invoice for further review.

5. Manual Matching

For invoices not automatically matched:

• Use the search and filter tools to find the corresponding purchase order.

  • Ctrl + Click: Allows you to single-select multiple, non-contiguous lines one at a time. Each click on a line with Ctrl pressed toggles the selection of that line.

  • Shift + Click: Enables you to multi-select a range of lines. You Shift + Click on the starting line, then Shift + Click on the ending line, and all lines in between are selected.

• Manually verify and match the invoice to the purchase order.