Automatic Invoice to PO Matching

Typical process of matching an invoice with a PO.

1. Invoices are matched with POs in one of the following ways.
   1. Invoice order number matches PO number
   2. PO is selected manually among the open POs
2. Run matching engine
3. Make adjustments
4. Post to ERP

1. Automatic Invoice - PO match

An invoice will automatically match a PO if the following conditions are met.

1. Invoice Supplier OrgNum must match PO Supplier OrgNum
2. Invoice currency has to match PO currency
3. Invoice PO Number has to match PO Number
4. The Invoice cannot be a Duplicate Invoice

1.1 Example Purchase Order

{
    "currency": "NOK",
    "erpVendorId": "1234",
    "purchaseOrderNumber": "55555",
    "status": "Open",
    "purchaseOrderLines": [
        {
            "status": "Open",
            "SupplierItemNumber":"777777",
            "purchaseOrderLineNumber": "1",
            "quantityOrdered": 5,
            "quantityReceived": 0,
            "quantityRemaining": 5,
            "quantityInvoiced": 0,
            "unitPrice": 10.0,
            "unit": "kg",
            "vatPercentage": 25,
            "netAmount": 50,
            "totalAmount": 62.5
        }
    ]
}

Condition	EHF	PO	Details
1. OrgNum match	cac:AccountingSupplierParty / cac:Party / cbc:EndpointID	"erpVendorId": --> "organizationNumber":	The erpVendorId (code) of the supplier which has an organizationNumber matching the EHF cbc:EndpointId.
2. Currency match	cbc:DocumentCurrencyCode	"currency":	Currency has to be the same for both PO and PO Invoice for example NOK
3. PO Number match	cac:OrderReference / cbc:ID	"purchaseOrderNumber":	Once the above 3 fields conditions are met, Semine will search the collection of purchase orders until a matching number is found.
4. Not duplicate invoice number	Invoice / cbc:ID	N/A	The invoice number / invoice ID should be unique for the supplier. Duplicate invoices are not considered for matching with a PO

2. Automatic Invoice Line - PO Line match

Once an invoice is considered a PO Invoice and has been matched with a PO, each individual invoice line is considered as potential match against each PO line by the following logic.

EHF	Semine Invoice	Semine PO Details	Description
Parent elementcac:InvoiceLine	GET .../Invoices/IDParent element"invoiceLines":[]	Parent element"purchaseOrderLines":[]	All fields below are contained in the specified parent element
cac:OrderLineReference / cbc:LineID	purchaseOrderLineNumber	purchaseOrderLineNumber	Certain match
cbc:InvoicedQuantity + cbc:Item / cbc:Percent + cac:Price / cbc:PriceAmount + cbc:LineExtensionAmount	purchaseOrderLineQuantityMatched + purchaseOrderLineUnitPrice + purchaseOrderLineMatchedNetAmount	quantityReceived + vatPercentage + unitPrice + netAmount	If these 4 fields match, it is considered a 'Certain Match'
cac:Item / cbc:Name	description	description	The invoice line description
cac:Item / cac:SellersItemIdentification		supplierItemNumber
cac:Item / cac:BuyersItemIdentification		customerItemNumber
cbc:InvoicedQuantity		quantityOrdered
cac:Price / cbc:PriceAmount		unitPrice
cac:ClassifiedTaxCategory / cbc:ID + cbc:Percent		vatPercentage
cbc:LineExtensionAmount		netAmount
``		totalAmount
Category keywords found incac:Item / cbc:Name		categoryCode	Example: The keyword 'frakt' is found which translates to the category 'Shipping'