If a purchase order or contract number is extracted from the invoice, Easy1 will attempt to match it with the corresponding purchase request or payment plan. If Easy1 finds a purchase order and receivals under the corresponding order number, it will try to automatically match them. If everything matches - the numbers, receivals, amounts, and term - the invoice will be automatically approved and then exported to your accounting software. If there are discrepancies within tolerances, the invoice will be in the "manual matching" status.
Purchase order
- To match an invoice to a purchase order, first check if the purchase order number is displayed in the invoice data.
Verify by checking the following:
Adjust the order number if it is incorrect and submit the invoice for validation. Easy1 will retry to automatically match the invoice to the order number. - At the top of the screen, you will see a red bar with information about why the match may have failed. Click on "Show more" for detailed information, which makes it easier to find the correct purchase order.
- At the bottom of the screen, you can manually match the invoice to the corresponding purchase order. Easy1 fills in as much information as possible to help you find the correct purchase order more easily.
In this screen, you can also search for other or multiple purchase orders. If you enter a part of a PO number in the search field, you will see all orders that can be manually matched to the corresponding invoice. You can further filter them based on administration, supplier, receipts, and period.
Found the correct purchase order?
Click on the row of the purchase order and select the invoiced items. You can select all of them at once by clicking the top checkbox. If necessary, adjust the quantities and unit prices in each item row.
If the information is correct, click on "Match" at the bottom right.
Under the "Matched" tab, you will see the matched order and can generate the booking rules. After generating the booking rules, you have the option to add additional rules for additional incurred expenses.
Scenario
The purchase request for 500 euros has been approved. However, the requester was not aware of the additional delivery costs of €25, which are listed on the invoice. You can book these delivery costs as an additional booking/cost rule on the invoice.
Click on the ➕ plus icon on the right within the block and add the additional cost rule.
Finally, at the bottom button, you have the following options:
- Submit for approval
The invoice cannot be automatically matched and approved if there are:
1. price differences
2. if the supplier differs from the order.
In this case, the invoice will be circulated for approval by a designated person. - Submit for validation
Scenario: There is an error in the invoice header information, such as an incorrect order number or contract number. In this case, you can correct the data and resubmit the invoice for validation. The software will attempt to process the invoice automatically again. - Submit for automatic approval
This is only possible when the invoice does not deviate from the set tolerances and all requirements such as currency, supplier, and administration are correct. In this case, the prior approval is still valid, and there is no further circulation for approval required. - Match manually
This opens the screen for manual matching.
