Standard (automatic) matching configurations

🌟 Available from Premium

Increase automation by configuring the matching of purchase invoices. Set tolerances, an automatic matching period, and allowed VAT rounding differences. Additionally, you can add exceptions to the tolerances.

How to Configure Matching Settings?

1. Click on Application Administrator.
2. In the left navigation bar, go to Invoice Configuration and then Matching Configurations.

A screen displaying the matching configurations will appear. There are two categories:

• Standard Matching Configurations
• Exceptions

First, the functionality of standard tolerances will be explained, followed by an explanation of exceptions.

Standard Matching Configurations

1. Click on the Standard tab.
2. Upon opening, you will see the fields Automatic Matching Period and VAT Difference.
3. To make adjustments:
   • Open the desired field using the toggle switch.
   • Enter the applicable number of days, amount, or percentage.
   • Click Save to prevent changes from being lost.

Field Explanations

Automatic Matching Period

When an invoice enters the Easy1 environment but cannot be matched due to missing receipts, it is placed in the Waiting for Receipt status.

• If the goods are delivered within the set period, the invoice status changes to Manual Matching or Authorized for Payment, allowing it to be processed immediately.
• If the set period expires, the invoice reappears in the overview, even if no receipts have been recorded.

Benefits:
✅ Improved invoice processing visibility: invoices without delivered goods temporarily disappear from the overview.
✅ Invoices automatically become visible once receipts are recorded, allowing immediate processing.
✅ If the set period expires, the invoice returns to the overview, enabling action, such as following up with a buyer. The timeframe can be extended if necessary.

VAT Difference

When generating booking lines, rounding differences may occur, leading to a discrepancy between the invoice and the purchase order. This often results in an approval task, which is undesirable for small differences.

With a tolerance setting, VAT rounding differences can be processed automatically without triggering an approval task.

Benefits:
✅ Fewer approval tasks for minor VAT differences.
✅ Faster invoice processing.

To adjust the settings:

1. Go to the Tolerances tab.
2. Enter an absolute amount and/or a percentage.
3. If both values are entered, the matching must meet both conditions.