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 appear if you have the invoice matching setting Match Supplier, Purchase Order Number and Amount selected in Company management.
A part match could happen for various reasons, including
- The supplier has applied a discount after you placed the order.
- The supplier hasn't been able to fulfil the entire order, and has therefore billed you for less than the value of the original order.
- The supplier has mistakenly invoiced you for the wrong amount, or your original order was for the wrong amount.
- The supplier has split your order between more than one invoice, and the remaining invoices are yet to arrive in the system.
You have three options for dealing with a part match:
- Process the invoice as normal
- Close the order for matching
- Undo the match
Follow the steps below for each method.
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.
You need to have invoice matching enabled in iCompleat to resolve this matching status. Go to Enable invoice matching to see how.
Process the invoice
If you're happy that the part match has occurred for a valid reason, like one of those above, you might decide to take no action and process the invoice as normal. It's possible to process, submit for approval, and fully approve an invoice that has the matching status Part match.
Close the order for matching
If you're happy that the part match has occurred for a valid reason, and the order isn't awaiting further invoices for matching, you might want to close the order for matching. This will stop it being matched to any future invoices, and will change the order’s matching status to Closed for matching.
Follow the steps below to close an order for matching.
On the homepage, select Manage orders.
Go to the Approved tray.
Hover over the order in the Invoice match column, and then select Close for matching.
Enter a reason for closing the order for matching, and then select Close.
The order matching status updates to Closed for Matching.
The option Reopen for matching is now displayed when you hover over the order under the Invoice Matching column.
Undo the match
You might want to undo a part match if you no longer want the invoice to be associated to that order. This could be because the supplier is planning on re-issuing a new invoice due to the previous one containing an error. Undoing the match will change the status of the order to None, and the invoice to Pending so that they can both be correctly matched to another transaction.
Follow the steps below to undo the match.
On the homepage, select Manage invoices.
Go to the tray where the invoice is.
Hover over the invoice in the PO match column, and then select Undo match.
Enter a reason for undoing the match, and then select OK.
The matching status of both the invoice and the order changes to None, and they can now be matched to the correct transaction.