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Matching

The matching page allows you to match and pair purchase invoices to their respective orders for the Routty Accounts Payable flow. By default, purchase order invoices are identified as such when they reference at least one order, but this setup can differ.

An invoice that’s not fully matched will be held by default, until all matching exceptions are resolved (in any number of ways).

The (built-in) matching exceptions that can occur are the following:

Code

Name

Description

OEX

No Order Item

No order line was paired to the invoice line, but was expected

REX

No Receipt Item

No receipt line was paired to the invoice line, but was expected

IOEX

Invoiced Order Item

The order line paired to the invoice line has an invalid status

IREX

Invoiced Receipt Item

The receipt line paired to the invoice line has an invalid status

OAEX

Order Amount Mismatch

The (order) amount variance of the line exceeded the tolerance limits

OPEX

Order Price Mismatch

The (order) price variance of the line exceeded the tolerance limits

OQEX

Order Quantity Mismatch

The (order) quantity variance of the line exceeded the tolerance limits (This applies only two 2-way matching !)

RAEX

Receipt Amount Mismatch

The (receipt) amount variance of the line exceeded the tolerance limits

RQEX

Receipt Quantity Mismatch

The (receipt) quantity variance of the line exceeded the tolerance limits

AAEX

Acceptance Amount Mismatch

The (accepted) amount variance of the line exceeded the tolerance limits

AQEX

Acceptance Quantity Mismatch

The (accepted) quantity variance of the line exceeded the tolerance limits

EEX

Paired Exempt Item

Order and/or receipt line was paired to the (exempt) line, but was not expected

LEX

Amount Exceeded

The amount of the (exempt) line exceeded the (absolute) tolerance limits (A ‘Relative Tolerance’ exception (RTEX) will be thrown in case a relative tolerance was set instead)

  1. Set and use custom filters

  2. Overview area of all documents in the ‘Matching’ step that are assigned to you for further processing. When a document is clicked, the editing area for this document opens.

  1. When the editing area is open, the document list is minimized, go back the previous screen by using the FULL VIEW button.

  2. A number of actions can be taken on each document, these may differ based on the business process that has been set up for your Routty installation. In general, the following actions will occur:

    • ACCEPT Accept the current step for this document and send it to the next step in the business process

    • REJECT Reject the current step for this document and send it back to the previous step in the business process

    • RESTART Restart the business process in its entirety, to retrigger all machine processing

    • START CONVERSATION Start a new conversation about this document, see Starting a new conversation

    • REQUEST CREDITNOTE Send out external communication about this invoice, the default functionality is to request a credit note, but this can be customized. See Request a credit note for more information

    • COMMENT Add a new comment to this invoice, visible for all users

  3. In the LINES tab on the matching page, you can manually pair your invoice lines to their respective order lines if necessary. See Manual matching of invoices for more information about this topic. You could also mark lines as (PO) exempt.

  4. The VIEWER tab shows the attached pdf image of the invoice embedded in your screen

  5. The HEADER tab allows you to edit and view all fields present on the header of the invoice

  6. In the LINES tab you can edit, view and create invoice lines for this document, you can also open the manual pairing interface

  7. The VALIDATIONS tab allows you to view and handle all executed validations, see How to handle validations for more information about this topic. Specifically for purchase invoices, a number of purchase order checks are performed as well.

  8. The LOGS tab displays all audits for this document, the same audits are also present in the Monitoring screen

  9. In the COMMENTS tab, you can search and view all comments that have been made by users in Routty on this document

  10. The CONVERSATIONS tab displays all conversations related to this document, see Conversations for more information

  11. The ATTACHMENTS tab displays all physical documents attached to this document, with the option to view and download them

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