A deep dive into the perfect match in iCompleat...

Line Level matching in iCompleat brings efficiency and speed to the automation process by matching orders and invoices down to line-level, coding and all.

With line level matching active on a per supplier basis or across your entire supplier-base, iCompleat will match invoice lines to order lines according to the following criteria:

• Supplier
• Purchase order number
• Unit cost
• Quantity
• Line net

The biggest automation win is that fully matched invoices lines can be automatically coded according to their matching order lines, bringing your team closer than ever before to that touchless accounts payable process they crave.

Line level matching also means that multiple orders can potentially be matched to a single invoice, providing clarity and accuracy on a granular level and bringing the full matching picture into the invoice screen.

So, how does line level matching actually work? In this spotlight guide, we take a deep-dive into what your team's life will look like with line-level matching at play.

Setting up line level matching

iCompleat Administrators can have line level matching up and running for their teams quickly, with just a few simple setup steps and decisions to make about exactly how they want their system to work.

After accessing the Matching settings in Configuration > Ordering & Matching, they first need to choose Line Level matching from the Configuration drop-down.

Next, they toggle the following:

• Copy header analysis - iCompleat will copy header analysis from matching orders to invoices where blank values are present.
• Copy line analysis items - Admins must choose at least one match type (part, matched, or over) where line level matching will apply.

If they're going to be using a combination of line and header level matching, they must also configure header level matching settings from the same screen. iCompleat's default matching mode is header level.

They can toggle the following header-level options:

• Copy header analysis - iCompleat will copy header analysis from matching orders to invoices where blank values are present.
• Copy lines from order - Administrators must choose whether iCompleat will copy lines from matching orders to invoices, and whether this will only happen if both documents contain the same number of lines.

After configuring their matching preferences, the final step for Administrators is to select which suppliers will qualify for line level matching.

They do this by going to the Suppliers area and enabling Line Level matching for selected, or all, suppliers. Any suppliers not selected will default to header level matching.

Line level matching is active in iCompleat immediately, and teams will begin to see new matching statuses against orders and invoices for line-level-enabled suppliers.

Line level matching statuses

Purchasing teams and AP Operators processing invoices will encounter new matching statuses against invoices and orders once line level matching is switched on.

• Line matching completed - The transaction has been fully matched at line level
• Line matching outstanding - The invoice hasn't been successfully matched at line level and action is required

The Receipting outstanding status also has a new meaning with line level matching at play. Any supplier invoices with this status may well be fully matched at line level, but any matched lines that aren't yet receipted won't count as fully matched until action is taken.

Processing Invoices

AP Operators get a detailed picture of matching from the invoice editing screen, providing them with clarity and precision when an invoice requires some attention.

Matched Order Line

Clicking the drop-down arrow to the left of an invoice line reveals the matched order line(s) details.

Related Transactions

The Related Transactions area on the invoice editing screen shows the details of each matched order line, with an outstanding balance if line matching isn't complete.

Manually match a line

AP Operators can manually match a line to an order even when they don’t know the PO reference. 

By using the usual Find a PO function (found in Actions > Matching info on the invoice editing screen), they can prefilter invoices based on either PO number, or just all open orders available for matching.

Line-Level Quick Action

There's a useful Quick Action too - Purchase Order. This lets AP operators apply the same purchase order number to multiple lines.

After selecting the action, they just need to type the order number, then select the relevant invoice lines to apply it to

Line matching outstanding 

This status tells your AP Operators that there are some lines on an invoice that haven't been matched at line level to any lines on approved orders in iCompleat.

Here's an invoice displaying the Line matching outstanding status. AP Operators can clearly see that the third line hasn't been assigned a Purchase Order number, because iCompleat hasn't been able to locate an order line to match it to.

In the Related Transactions area at the bottom of the editing screen, AP Operators again see details of the unmatched line, with the outstanding Net, VAT, and Gross displayed in red. 

 Still got questions? Comment below and let us know how we can improve this guide.