Before NAVAX Automatic Order Matching can be used, its basic functionality must be set up.
In the NAVAX Auto. Order Matching Setup page, the general settings and defaults are defined.
General, Fields
Activate Order Matching
Activates the automatic order matching. In the purchase invoice, the relevant fields are visible. A job queue entry is created for periodic order matching.
Type
Specifies, if the order match should be performed on a header or line level.
Automatic Approval
Specifies whether purchase invoices are automatically sent for approval once the order match has been completed successfully.
Order Matching Tolerance (%)
Specifies the allowed Difference in Value between the Purchase Order and the Purchase Invoice
Automatic Matching Error after (Days)
Defines how long a Purchase Invoice can be in the Status “Waiting for Goods Receipt” until the status automatically changes to Matching Error.
Consider Quantity open Invoices
Specifies if the quantity of open invoices should be considered during get receipt lines.
Select the Type and select Activate Order Matching to be able to run it in purchase invoices.
There are two types from which you can select:
Header Check
If you select the type Header Check in NAVAX Auto. Order Matching Setup, the following fields will be visible in the purchase invoice:
Purchase Order No.
Total Excl. VAT
Total VAT
Total incl. VAT
Detailed Status
When NAVAX Automated Order Matching is executed, it inserts the purchase receipts to the purchase invoice based on the provided Purchase Order No. and compares the calculated values to the ones entered.
The Detailed status field then provides you with information about the status of the order match.
Automated OrderMatch - Header Check
Line Check
If you select the type Line Check in NAVAX Auto. Order Matching Setup, the following fields will be visible in the purchase invoice:
Purchase Order No.
Total Excl. VAT (Vendor)
Total VAT (Vendor)
Total Incl. VAT (Vendor)
Detailed Status
As well as the tab AOM Lines.
When NAVAX Automated Order Matching is executed, it inserts the purchase receipts to the purchase invoice, based on the provided Purchase Order No. and compares the calculated values to the ones from the AOM-Lines.
The AOM-Lines change color based on their status:
Green: Order Match successful
Red: Difference in Quantity detected
Blue: Quantity Match successful, Difference in Price detected
Automated OrderMatch - Line Check
In addition, the job queue entry 70161700 / Perform order match is created and activated.
The job queue entry is set up as a recurring task and starts daily at 02:00:00. You can adjust the start time to avoid overlaps with existing job queue entries.
Important
The job queue entry is created with the user who activates order matching. This user needs to have the permission to execute the Get receipt lines and Send approval requests.
You can define whether the approval request should be requested automatically after the order match has been successful, how long the order match should run for before the detailed status is set to order match timeout and what difference in % between a purchase invoice and a purchase order is considered a successful match.
Automatic approval
You can use the field Automatic Approval to control whether an approval request should be sent automatically after the order match has been performed successfully.
If this field is deactivated, after a successful order match the purchase invoice status remains either Open or is Released directly if no approval workflow is activated.
Automatic Matching Error after (Days)
Define for how many days the Order Match should run, before the Status is set to Order Matching timeout.
Order Matching Tolerance (%)
Define the allowed difference in per cent (%) between the values of the purchase order(s) and the purchase invoice. This difference relates to the content of the fields
Total excl. VAT (vendor)
VAT (vendor)
Total incl. VAT (vendor)
As soon as the difference is exceeded in one of the fields, the order match cannot be completed successfully.
Actions
NAVAX license overview
Opens the NAVAX license overview, which shows the current license status of the NAVAX extensions.
Automatic Order Matching Setup
