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 it

Use invoice matching when:

• The subcontractor submits their own invoice instead of using self billing.
• You want to verify the invoice against an Approved Subcontractor Statement.
• You need visibility and control over discrepancies before posting the invoice.

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. Alternatively, use the lookup on the Subcontractor Statement No. field to manually select the correct statement.
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. Based on the comparison:
   • If the amounts are within the configured tolerance the match status is set to Full Match.
   • If the difference exceeds the tolerance the match status is set to Partial Match.
5. If necessary, you can manually override the match result by updating the Match Status field.

The system evaluates match status automatically and updates it as values change.

After posting

Once the invoice is posted:

• The Subcontractor Invoice No. is written back to all related Project Ledger Entries.
• The Subcontractor Statement is set to Closed and becomes read-only.