PO Matching

Purchase Order Matching validates incoming purchase invoices against open or released purchase orders before they are posted, confirming that the item, price, discount, unit of measure, and quantity available to invoice all agree with what was ordered and received. When every line on an invoice is matched, the invoice is automatically released for posting.

Enable PO Matching

Choose the 🔎 icon, enter Pryme AP Automation Setup, and select the related link. Under PO Matching, turn on Enable PO Matching.

Turning this on also enables the Charge Item mapping functionality used for lines that don’t reference a purchase order, see Map unmatched lines to a charge item below.

Choose a default matching mode

The Default PO Match Mode field on the Pryme AP Automation Setup page controls how invoice lines are matched when a vendor doesn’t have its own override:

• Purchase Order (default) – invoice lines are matched to the order referenced by the Vendor Order No. captured from the incoming document.

• Vendor Shipment – invoice lines are matched to posted purchase receipts that share the same Vendor Shipment No. as the invoice, instead of a purchase order number.

Override the matching mode per vendor

Open the Vendor Card and set the PO Match Mode field to override the global default for that vendor:

• Use Global Default – follows the Default PO Match Mode from setup.

• Purchase Order – always matches this vendor’s invoices to a purchase order number.

• Vendor Shipment – always matches this vendor’s invoices to a vendor shipment number.

Direct match by shipment number and amount

When Default PO Match Mode is set to Vendor Shipment, the Direct Match Shpt. No. & Amt. field becomes available. Turn it on to match lines purely by vendor shipment number and line amount, within the configured rounding tolerance, instead of also requiring the unit of measure, unit cost, and discount to agree with the order line.

Set a rounding tolerance for amount matching

The Maximum Rounding Purchase (LCY) field sets the tolerance used to compare the invoice line amount with the expected order line amount when Direct Match Shpt. No. & Amt. is enabled and the invoice has no currency code. When the invoice has a currency code, the currency’s own Invoice Rounding Precision is used instead.

Map unmatched lines to a charge item

Some invoice lines, such as freight or handling charges, don’t appear on a purchase order or a receipt. Use the Vendor Item Charge Setup page to map these to a charge (item) line automatically:

• Choose the 🔎 icon, enter Vendor Item Charge Setup, and select the related link.

• Add a line for the Vendor No., the Default Charge Item No. to use, and, optionally, Mapping Text to match against the invoice line description. Leave Mapping Text blank to set a default charge item for the vendor.

• Turn on Enabled to activate the mapping. Only one enabled mapping is allowed per vendor and mapping text, and only one enabled default (blank mapping text) per vendor.

This mapping only applies to lines that have no Vendor Shipment No. and, in Purchase Order mode, no likely match to an existing purchase order line.