Invoice matching settings

Choose your custom criteria for matching invoices to orders

Invoice Matching in iCompleat gives you the flexibility and precision to fully automate your invoice processing. The system can match invoices to orders at either the header or line level on a per-supplier basis, applying the correct coding automatically for seamless, touchless processing.

By default, invoice matching is enabled at the header level. You can switch it off at any time or configure specific suppliers for line level matching when you need greater detail and accuracy.

If your iCompleat setup includes multiple companies, remember that invoice matching settings must be configured individually for each company.

Follow these steps to configure invoice matching at both header and line level in iCompleat.

1. Access Matching Settings

1. On the homepage, click Configuration.
2. Click Ordering & matching.
3. Go to Matching.
4. From the Matching Level drop-down, select whether to configure Header level matching, or Line level matching.

2. Set Header and/or Line Level Matching

You can customise matching down to supplier level, with the option to use the default setting of head level matching across all suppliers; activate line-level matching for all suppliers; or use a combination of header and line level matching depending on the supplier.

Header level matching explained

With header level matching enabled, iCompleat can match invoices to orders based on one of the following header level combinations:

• Supplier and purchase order number
• Supplier, purchase order number and amount (total header value)

You can ask iCompleat to copy header level analysis codes from orders to their matched invoices depending on the type of match (ie. Part, Over, or Full).

iCompleat can also copy lines from orders to their matched invoices, with the optional prerequisite that the invoice must have the same amount of lines as the invoice. 

Follow these steps to configure header level matching:

1. From the Configuration drop-down, select Match supplier and purchase order number, or Match supplier, purchase order number and amount.
    

   You might select Match supplier and purchase order number if it's common for the gross amount on your suppliers’ invoices to differ slightly from the gross amount on your orders.
   
   Do not match - iCompleat will not perform matching
   Match supplier and purchase order number - iCompleat will use Supplier and PO number to search and perform matching
   Match supplier and purchase order number and amount - iCompleat will use Supplier, PO number and Gross value to search and perform matching

   

    

    

2. Switch the Copy header analysis details from order toggle on or off.

   Switching this on means that when an invoice arrives in the system that matches an order, iCompleat will automatically duplicate the header coding from the matching order to any blank fields.

   

3. Switch the Copy line details from order? toggle on or off.

   If you switch it on, you now have another option to copy line details from an order only when the invoice has the same number as lines as the order.

   Switching this on means that when an invoice arrives in iCompleat that matches an order, you don’t have to code the line details because iCompleat will automatically duplicate the coding from the matching order.

   

4. You can make further matching configurations for part matched and over matched invoices to determine whether line and/or header analysis will be copied from matching orders.

   From the Match type drop-down on the right, select the type of match to configure.
   You must select at least one Match type.

5. From the Copy header analysis drop-down, select your preferred option.

   The options are:

       - Disabled

       - Run when an invoice or credit note is received

       - Run when matching is performed

6. From the Copy line analysis drop-down, select your preferred option.

   The options are:

       - Disabled

       - Run when an invoice or credit note is received

       - Run when matching is performed.

Line level matching explained

With line level matching enabled, iCompleat will match individual lines from orders to their corresponding lines on an invoice.

This gives you the ability to match orders across multiple invoices, and vice versa.

Follow these steps to configure line level matching:

1. Switch the Copy header analysis details from the order toggle on or off.
   Switching it on will mean that iCompleat will copy header analysis from the order to apply to the invoice where there are blank header fields.
2. Switch the Copy line analysis items toggle on or off.
   If you switch it on, click the entry field on the right to select the match type that will qualify for line analysis copying.
   Qualifying invoices will be coded at line level with order line coding.

Deactivate invoice matching

If you want to switch off invoice matching at line or header level, select the correct option from the Matching Level drop-down, and then select Do not match from the Configuration drop-down. Your changes save automatically.

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