Review invoice matching

Compare the invoice with purchase orders and receipts, then decide whether the records agree.

What matching compares

When supported records are available, Clerked compares the invoice with purchase orders and receipts. The invoice workspace shows the selected record, line-level relationships, and differences relevant to review. The matching panel shows the purchase-order line’s quantity and unit price when your company’s purchase-order information includes them.

Read quantities and units carefully

Check the purchase-order number, vendor, item, quantity, unit basis, price, amount, and receipt state in business context. A similar number is not enough when packaging, partial receipts, or line selection differs.

Units copied from purchase-order lines

When your company’s setup copies units from purchase orders, matching a line on an ordinary invoice to a purchase-order line copies that PO line’s Unit and locks it when the PO line has one. Choosing a different PO line copies the new line’s unit. Review the selected PO line when the invoice shows a different unit: Clerked does not convert boxes into eaches or change quantities, prices, or amounts to make them agree.

Without a matched PO line, choose a supported unit from the dropdown. The invoice agent uses the unit the invoice prints. When none is printed, it chooses the unit that names what the quantity counts, such as hours for labor or Each for a count of items or a lump sum. If the printed unit is unfamiliar or unavailable, keep the source evidence and resolve it before approval instead of choosing an approximate match.

A PO unit or a previously stored unit can remain visible even when it is not offered in the dropdown, and it stays in place when you edit other fields. Any unit you, Clark, or the invoice agent choose must be one of the dropdown’s choices, or left empty until it is resolved. This applies to credit memos too: they keep their amount-only processing, and a matched PO line still supplies its unit.

Make a review decision

1. Open the matching details. Select a line’s Edit action or match indicator, then read the selected purchase order and receipt context before changing anything.

2. Confirm the intended lines. When you change the purchase order, reselect only lines that belong to this invoice. Clerked clears incompatible line selections instead of silently carrying them to another purchase order. Picking a receipt fills in the line’s PO line, and the PO line fills in its purchase order.

3. Resolve a real difference. Correct invoice data when the source invoice is wrong. Use the connected-system process when the purchase order or receipt is wrong. Receipt columns appear only when that line has receipt allocation evidence. Do not force an unrelated match only to clear a warning.

4. Recheck coding and validation. A match change can fill related coding and replace earlier overrides where your company uses purchase-order defaults. Review the resulting fields, totals, warnings, and approval readiness.