Matching of PO Invoices

When the invoice type is PO, invoice total will be matched to purchase order lines. When invoice type is selected, Dooap opens the PO and product receipt selection automatically.

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

 

Selecting Product Orders and Product Receipts

 

Selected POs and product receipts are shown in blue on top of the black area.

 

• To select product orders and/or product receipts, click the order or receipt that is displayed in the white box.
  • If you click a PO number from the list to select it, Dooap will automatically select all product receipts that belong to that PO.
  • If a PO or PR is not selectable, please check this article: PO or PR Is Not Available for Matching.
• To deselect POs and/or product receipts, click the order or receipt that is displayed in grey in the white box or click the X icon next to the order/receipt number in the black area.
• With the refresh button you can update the PO and product order data from D365/AX2012.
• When the correct POs and receipts are selected, click Done.

After clicking Done, PO lines are fetched to Dooap.

You can change the quantities and unit prices if they are different on the invoice than what they are in the purchase order.

• 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.

 

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.

Project ID, Activity, and Category are visible in Dooap PO lines. Users can hover over the value for a description.

 

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.
    
    
  
  
  

 

 

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.

 

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

 

 

Link to PO in D365

 

When there are PO's attached to an invoice, you can access the product order in D365 by clicking Open PO in D365.

 

 

 

Waiting for PR Status

 

 

• 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.

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