Initiate Automatic Matching

Explanation

Matching involves tallying delivered customer order lines in the system with invoice information received from the customer on incoming self-billing invoices. Matching can be performed in two ways: automatically and manually. 

Automatic matching will be performed according to settings on the Customer/Order/Message Defaults tab. If the matching type is set to one of the automatic options, then the incoming self-billing invoices will undergo automatic matching as soon as they are received. If it is set to No Automatic Match, you can manually initiate the automatic matching process. 

The information is matched based on the part number and matching option (delivery note number, customer PO reference number, or reference ID) set on the Customer/Order/Message Defaults tab. For a successful automatic match, there must be a one-to-one match between each incoming self-billing line and delivery. If a matching delivery is not found or more then one matching delivery is found, an automatic matching of the line will not be performed.

Prerequisites

• You must have received at least one incoming self-billing invoice from the customer.
• The incoming self-billing invoice header must be in the Received, Partially Matched, Unmatched, or Changed status. There must be at least one line that is not in the Stopped status.
• If delivery confirmation is used, only delivery confirmed customer order lines will be available for matching. If delivery confirmation is not used, partially-delivered and delivered lines will be available.
• The Self Billing check box on the customer order line must have been selected.
• The customer order line must not be invoice blocked.
• There should be no additional costs on any of the incoming self-billing invoice lines. 

System Effects

• If automatic matching was successful, a customer self-billing invoice will be created with the matched lines, and the match type will be set to Automatic Match. 
• The deliveries included in this invoice will be updated with the customer's data. They can be from different sites and purchase orders, but within the same company. (The incoming self-billing invoice may contain lines from several companies, but customer self-billing invoices are company specific. Only lines with the same company as the first line of the incoming self-billing invoice, will be matched and included in the customer self-billing invoice that is created.)
• The incoming self-billing invoice will be set to the Matched status. If all the lines on the incoming self-billing invoice could not be matched, the status will be set to Partially Matched. If none of the lines could be matched, the status is set to Unmatched.   
• Automatically matched deliveries will not be available for further matching. 

Window

Incoming Self-Billing Invoice

Related Window Descriptions

Incoming Self-Billing Invoice

Procedure

1. Populate the Incoming Self-Billing Invoice window, and select the required message.
2. View details on the Invoice, Delivery Notes, and Lines tabs. They will include invoice information received from the customer. If required, update the information based on any additional feedback received from the customer.
3. Right-click on the Incoming Self-Billing Invoice header (or on the Invoice tab), and click Match. The lines will be automatically matched.

If the correct match could not be found automatically, you can:

• Try changing the information on the Incoming Self-Billing Invoice window with any further information obtained.
• Check whether you have set the correct matching option for the customer.
• Perform manual matching for the lines that were not matched.