Matching of PO Invoices

How are PO invoices matched in Dooap? How can I access the product order in D365 from Dooap? Where can I set auto-matching tolerance? What is waiting for PR status?

 

 

When the invoice type is PO, the invoice total is matched to the purchase order lines. Once this invoice type is selected, Dooap automatically opens the PO and PR matching window.

💡Check our practical tips on Improving Automated Processing of PO Invoices.

 

Selecting Purchase Orders and Product Receipts

 

Selecting POs and PRs to match, click 'Select PO & product receipts'.

 

Screenshot 2025-09-01 194100

 

Matching Window

 

Selected POs and PRs are displayed on top of the black area.

 

Screenshot 2025-09-01 194253

  • To select POs and PRs, click the order or receipt number that is displayed in the white box.
    • If you click a PO number from the list to select it, Dooap will automatically select all PRs that belong to that PO.
    • To deselect a POs or a PR, click the 'X' icon next to the PO/PR number.
    • If a PO or PR is not selectable, please check this article: PO or PR Is Not Available for Matching.
    • To avoid any issues with transferring invoices, please only use unique names for each PR.
      • If multiple PRs with the same name are linked to the same PO, problems may occur when transferring the invoice from Dooap.
  • Click 'Open PO in D365' if you want to open the PO in D365 in another browser tab.
  •  You can also select POs and PRs by copying a list of them and pasting it directly into the field.
    • The list can be separated by commas or spaces.
    • After pasting, the specified POs or PRs will automatically be selected.
  • With the refresh button you can update the PO and PR data from D365/AX2012.
  • When the correct POs and PRs are selected, click 'Done'.
  • After clicking Done, PO lines are fetched to Dooap.

 

Adjusting the matched lines

 

 

It is possible to adjust the quantities or prices on the matched rows. Please notice that if you adjust the price on the PO row, the invoice must be manually approved and cannot be approved automatically.

  • To delete matched lines, tick the box on the row and then click the 'X' icon.
  • If the matching quantity (Quantity column) is 0 or negative, please check this article: Matching Quantity Is 0 Or Negative.

Dooap calculates the amount from the lines and shows if there is difference between invoice and PO.

'Open PO in D365' button will open the selected PO in another browser tab.

 

Additional lines

Adding additional procurement category purchasing lines is possible by clicking the 'Add additional purchasing line' button.  

  • To activate the feature, please contact Dooap support via email support@dooap.com.
  • When a user selects a procurement category to the 'Item ID @ Name' field, accounting distributions are created based on the vendor's defaults and the procurement category's settings.
  • If the user enters project coding for the manual line, the accounting distributions will be read from project defaults, but the user can still change them.
  • Miscellaneous charges entered in Dooap will not apply to the manually created line.
  • All invoices with manually added lines must be approved manually; auto-approval does not apply.
  • It is possible to post a PO invoice that contains only the manual line, without any POs.

 

Miscellaneous charges

If there are extra charges on the invoice, you can add them as miscellaneous charges by clicking 'Add miscellaneous charges'.

  • Miscellaneous charges are allocated to PO lines.

 

Match all quatities 

The Match All Quantities button automatically imports quantities from other related invoices linked to the selected PO. 

  • This feature saves time by eliminating the need to manually search for the PO that contains all the received lines.
  • Quantities are only taken from invoices with the status New or Waiting for PR

     

     

    Using Auto-Matching Tolerance

     

    Each PO invoice type is possible to configure with an auto-matching tolerance.

    • The tolerance is selected by a value in invoice currency and percentage of invoice total.
    • Tolerance must be within both settings - such as “below $1.00 USD and 1% of invoice total” to go through. But can also be posted to a ledger account (such as “freight”).
    • Posting of the tolerance is in the miscellaneous charges, and defined in Dynamics 365.
      • The field gives you a selection of miscellaneous charge codes which are created there and those need to be defined.



    auto_matching

     

     

    If the matching difference is shown in green, the difference is within tolerance. Auto-matching will go through normally. The discrepancy is split across each PO lines, weighed by line total amount.

     

    difference_green

    If the matching difference is shown in red, Dooap will warn about incorrect matching. The matching will not go through.

    difference_red

     

    Waiting for PR Feature

     

     

    Invoices can transition between statuses based on the presence or absence of Purchase Receipts (PRs). To activate this feature, please contact Dooap via email support@support.com.

     

    • New invoices that have 3-way matched POs but lack associated PRs will initially be assigned the "Waiting for PR" status upon their arrival in Dooap.
    • Users have the flexibility to manually toggle the status between "New" and "Waiting for PR".
    • Invoices designated as "Waiting for PR" are automatically moved to the bottom of the Next invoices section. 
    • Invoices will remain under this status until a PR is created for at least one associated PO.
    • When PRs are received in Dooap (via CEF or AX import), the system will attempt to auto-match the invoice.

    • If the due date or cash discount date, if applicable is in X days, the invoice may be automatically advanced to the next workflow step, allowing the reviewer or approver to verify that the PR has been created.

      • At first Dooap checks the cash discount date. In case it is missing or in the past, Dooap uses the due date.

    Additionally, while there is a default company setting for the duration an invoice stays in the "Waiting for PR" status, this can be customized at the vendor level.

    Users can specify how long after the invoice date the invoice should remain in the "Waiting for PR" status if the PR is missing.




     

     

    The company setting can be overridden on the vendor level, where user can define how long after the invoice date the invoice should stay in "Waiting for PR" status is the PR is missing.



     
     

    PO Invoice Field Values

     

    Field

    Description

    Editable

    Purchase order line number

    PO line number in D365

     

    Item ID @ Name

    Product number and name in D365

     

    Quantity

    Quantity of received items allocated to this invoice line. Defaults to all non-invoiced products received. Adjustable by user in case of a partial invoice.

    X

    Price

    Unit price used for invoice matching. Adjustable by user in case of unit price changes. (Note: changing the unit price will reset automatic 3-way matching and requires additional approval).

    X

    Unit price

    Original unit price for line item (tax not included).

     

    Price unit

    Original price unit for line item (tax not incleded).

     

    Line total

    Line total matching amount (tax not included).
    (Matching price * Matching quantity (/Price unit))

     

    Status

    Status of received lines in D365.

     

    Product receipt

    PR number from D365. Marked by star if a line has multiple receivables. Lines with multiple receivables can be expanded by clicking the arrow. Support for Product Receipts (PR's) that are received via D365 Inventory Management and allocated to different locations.

     

    Delivery date

    Delivery date from the receipt.

     

    Quantity

    Original line quantity.

     

    PO number

    Purchase order number.

     

    Allocated to invoices

    In case the same receipt has been allocated to another invoice, the invoice number is shown in this field. Simultaneous allocations of receivals should be amended before matching.

     

    Project

    Project ID from D365.

     

    Project Activity

    Project activity number from D365.

     

    Project Category

    Project category from D365.

     

    Misc. Charges

    Miscellaneous charge allocation. Apply miscellaneous charges below and select the charges. You can use this field to allocate/deallocate the charges to each PO line by clicking the field value.

     

    Procurement category

    PO line procurement category.

     

    Line discount amount

    PO line discount amount.

     

    Line discount percentage

    PO line discount percentage.

     

    Sales tax group

    PO line sales tax group.

    X

    Sales tax group item

    PO line sales tax group item.

    X

    Tax Amount

    Line tax amount. Adjustable total, independent from tax groups.

    X

    Purchase unit symbol

    PO Line Quantity unit.

     

    Reference

    Reference from the PO.

     

    Serial number

    Serial number from the PO.

     

    Batch number

    Batch number from the PO.

     

    Inventory serial numbers

    Inventory serial numbers.

     

    Warehouse

    Warehouse from the PO.

     

    Color

    Color from the PO.

     

    Size

    Sixe from the PO.

     

    Style

    Style from the PO.