A handy list of all the matching statuses in iCompleat and what they mean

Invoice matching in iCompleat gives you a clear picture of the status of your orders and invoices. 

Multiple matching statuses tell you the type of invoice match that has been made and whether you need to take further action.

The matching statuses you see depend on the matching criteria an iCompleat administrator has chosen.

There are three criteria for matching: 

• Do not match, or
• Match supplier and purchase order number, or
• Match supplier, purchase order, and amount.

This article tells you about the various matching statuses that may occur for each setting, why they might occur, and how to resolve them if necessary.

Matched

You'll see the matching status Matched against an invoice or order if iCompleat has been able to fully match it to its corresponding order or invoice.

A full match occurs when iCompleat can match an invoice and order according to the matching criteria your iCompleat Administrator has chosen.

Supplier mismatch

You'll see the matching status Supplier mismatch against an invoice if iCompleat has been able to match the invoice to an order, but the supplier on the invoice is different to the supplier on the order. This might happen because a supplier uses a different trading name on its invoices to the one on the order, or because the order was accidentally raised with the wrong supplier.

 

What are your options?

There are a couple of ways you can resolve a supplier mismatch status, depending on the reasons for the mismatch.

• Map the supplier during invoice processing, or
• Find a new PO to match the to the invoice.

Invoice duplicate

You'll see the matching status Invoice duplicate if an invoice arrives in iCompleat that has the same PO number as a fully matched invoice in the system. This could happen for a few reasons, including:

• A supplier accidentally sends the same invoice twice.
• A supplier sends a new invoice containing the same PO reference number from an order they've already invoiced for.
• In invoice's matching order has already been incorrectly matched to another invoice in iCompleat.

 

What are your options?

There are three ways you can deal with the Invoice duplicate status:

• Delete the invoice, or
• Find a PO to match to the invoice, or
• Un-match the previously matched invoice, and then find a PO to match the new ‘duplicate’ to.

No PO match

You'll see the matching status No PO match against an invoice if iCompleat can't find an order that matches any of the criteria configured for matching in your company.

This could be because of a simple error, like the supplier has accidentally added the wrong PO number to the invoice, or because they've simply issued the invoice by mistake.

 

What are your options?

There are two ways you can deal with an invoice that has the matching status No PO match:

• Find a PO in the system to match to the invoice, or
• Resolve the issue externally with your supplier and, if necessary, delete the invoice.

No PO reference

You'll see the matching status No PO reference against an invoice if iCompleat can't find a PO reference number on the invoice.

 

What are your options?

In this scenario it's likely that the matching order is somewhere in iCompleat and you manually match it to the invoice.

You can do this in one of two ways:

• Enter the PO number during invoice processing, or
• Use the Find a PO button

Over match

You'll see the matching status Over match against an invoice or order if the value of the invoice is greater than the value of the matching order. This matching status can only appear if you have the matching setting Match Supplier, Purchase Order Number and Amount selected in Company.

An Over match status can occur for multiple reasons, including:

• A supplier adds extra items like delivery charges to an order.
• Item prices increase after you place the order.
• The VAT on the invoice is rounded up at header level, and is greater than the VAT value on the order.
• An agreement is made with the supplier after an order is placed for extra items to be added to the order.
• A supplier forgets to add a previously agreed discount to an invoice.

 

What are your options?

• Ignore the matching status and process the invoice as normal, or
• Close the order for matching, or
• Undo the match (and find a new PO to match it with, if possible).

Part match

You'll see the matching status Part match against an invoice or order if the value of the invoice is less than the value of the matching order. This matching status can only occur if you have the matching criteria Match Supplier, Purchase Order Number and Amount chosen. A part match could happen for various reasons, including:

• The supplier applied a discount after you placed the order.
• The supplier can't fulfil the entire order, so has billed you for less than the original order value.
• The supplier has split your order between more than one invoice, and the remaining invoices haven't arrived in iCompleat yet.

If an invoice arrives in iCompleat that part matches to an order and it's the final invoice needed to complete a full match of the order's value, that invoice will display the matching status Matched.

 

What are your options?

• Process the invoice as normal, or
• Close the order for matching, or
• Undo the match.

Pending

You'll see the matching status Pending against an invoice if the invoice hasn't been processed for invoice matching. This could be for one of two reasons:

• Invoice matching wasn't switched on when the invoice was received, but has since been switched on.
• The invoice was previously matched to an order, but has been manually unmatched by a user.

 

What are your options?

There are a couple of ways you can deal with the Pending status, depending on why it has occured:

• Use the Perform matching button, or
• Find a PO to match to the invoice.

Please select supplier

If you're using iCompleat with the Universal Connector, the first invoice you receive from any supplier that has a matching order will have the status Please select supplier.

 

What are your options?

You need to process the invoice and map the supplier. This creates a link between the supplier name on the invoice and the supplier saved in your reference data, letting iCompleat automatically match this invoice and future invoices to the correct order.

There are two ways you can map the supplier for an invoice with the Please select supplier status.

• Use the Find a PO button to create a match, and then map the supplier during processing, or 
• Process the invoice as normal, and map the supplier.

Matching disabled

 

You'll see the matching status Matching Disabled against an invoice if matching isn't enabled for that company.

When invoice matching is disabled, invoices received won't be matched to orders in iCompleat, even if there's a matching order waiting in the tray. Matching orders will simply have the status None.

 

What are your options?

iCompleat Administrators can enable invoice matching for a company at any time.

Closed for matching

You'll see the matching status of Closed for matching against an order if the order was part-matched to an invoice, and was then closed for matching in the Approved tray. Closing an order for matching means that the order can't be matched to any more invoices.

The option to close an order for matching appears when the order has been part-matched to an invoice, meaning the value of the order is less than the value of the invoice. In the case of a part match, you might choose to close an order for matching if the part match is valid - that is, the order doesn't need to be matched to any further invoices to be fully matched in value.

 

What are your options?

Unless the order was closed for matching in error, you don't need to take any action. You can re-open the order for matching if you need to.

Receipting outstanding

If an invoice arrives in iCompleat that matches an order that has no receipted lines, you'll see the matching status Receipting outstanding against the invoice. The invoice will automatically update to show the relevant matching status once the order has been fully receipted.

 

What are your options?

If an invoice has been incorrectly matched to an order that hasn't been receipted, you can click Undo match within the matching popup, which frees up the invoice to be matched to the correct order.

Value mismatch

If an invoice arrives in iCompleat that matches an order that has only been partially receipted you'll see the matching status Value mismatch against the invoice. The invoice will automatically update to show the relevant matching status once the order has been fully receipted, or when a second invoice arrives that makes up the value of the receipted order.

 

What are your options?

If the value mismatch has occurred because the invoice has been incorrectly matched to a receipted order, you can click Undo match within the matching popup, which frees up the invoice to be matched to the correct order.

None (order status)

The None matching status might appear against an order for several reasons, including:

• You have multiple companies in iCompleat and the invoice matching setting Do Not Match is selected for one of your companies (all orders for that company will have the matching status None).
• The order has previously been matched to an invoice but a user has manually unmatched it.
• An order is awaiting a matching invoice to arrive in the system.
• A Supplier Mismatch or Please Select Supplier status has been applied to an invoice, leaving the matching order with a matching status of None.

 

What are your options?

• Enable invoice matching, and perform matching on any unmatched invoices, or
• Manually find a PO to match with the invoice.

 

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