Match invoices to POs and receipts

Match an invoice line to its purchase order and receipt so you can compare what was billed, ordered, and received.

Who can do this

You need company:invoice:edit to change matching fields. Users with view access can read existing matches.

Before you start

• Open an invoice that uses purchase order matching.
• Make sure the purchase order and receipt data you need is available in Clerked.

Two-way and three-way matching

A two-way match compares an invoice line with a purchase order line. A three-way match also compares the receipt allocation for that line.

The matching fields come from your company schema. When configured, the line editor can include Purchase Order, PO Line Item, Receipt Line, and Item. A company may use only some of these fields.

Steps

1. Open Invoices, then select the invoice you want to match.
2. Find the line in the stacked line-item workspace.
3. Select the pencil action for that line. Its accessible label starts with Edit and ends with the singular noun your company uses for the section.
4. In the line editor, set Purchase Order when the line needs a purchase order.
5. Set PO Line Item to the purchase order line that matches what the vendor billed.
6. Set Receipt Line when your company uses receipt matching, then review the quantity allocated to this invoice line.
7. Set Item when the invoice line should link to an item record and that field is available.
8. Review the inline Matching block, then select Done.

What you should see

In Review view, the inline Matching block uses the headers Field, Invoice, and Purchase order. A receipt column appears when the line has receipt data. The block compares the configured quantity and price fields side by side.

In Table view, the optional Match column shows a 2-way or 3-way pill. Select the pill to open the full line editor and comparison.

No separate Matching tab

Matching happens through fields and the inline Matching block on each line. The invoice detail page does not have a separate Matching tab.

If something goes wrong

• If the correct purchase order or receipt is not available, check that the record has synced before you choose a different match.
• If a line is matched incorrectly, clear the affected matching field or choose a different allowed value, then review any dependent fields that Clerked clears.
• If you see Line N is matched to a PO line but has no receipt allocation., add the correct receipt allocation or ask the person responsible for receiving to check the source record.

Related

• Review invoice line items
• Edit and bulk-update invoice lines
• Review an invoice
• Configure matching tolerances
• Review purchase orders
• Review receipts