Match subcontractor statements to invoices

Matching purchase invoices with approved Subcontractor Statements ensures that subcontractors are paid accurately and only for confirmed project work. This process is especially useful when subcontractors issue their own invoices instead of using self billing.

The system allows you to link a vendor invoice to a subcontractor statement, compare amounts, and automatically detect discrepancies based on a configured tolerance. This improves financial control and ensures that invoicing aligns with recorded project usage.

When to use invoice matching

• The subcontractor submits their own invoice instead of using self billing
• You want to verify the invoice against an approved subcontractor statement
• You need to validate costs before approving or posting the invoice
• You want visibility into mismatches and prefer handling them manually

How to match a subcontractor statement to a purchase invoice

1. Open the purchase invoice for the subcontractor.
2. Enter the subcontractor statement number in the Your Reference field.
3. If a matching approved statement is found:
   • The Subcontractor Statement No. field is auto-filled.
   • The system compares the invoice total with the statement amount.
4. If the amounts match within the configured tolerance:
   • The Subc. Stmnt. Match field is set to Full Match.
5. If the difference exceeds tolerance:
   • The match is marked as Partial Match.
   • You can override it manually if appropriate.
6. Alternatively, use the lookup on the Subcontractor Statement No. field to manually select the statement.
7. When the invoice is posted:
   • The Subcontractor Invoice No. is assigned to related Project Ledger Entries.
   • The subcontractor statement status changes to Closed and becomes read-only.