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Purchase Orders

The system will try and automatically find a Purchase Order from ERP to match to the data from the invoice.

Out of the box the system will filter purchase orders based on the header status with the filter status NOT IN (N, P, T), although this filter can now be configured using the validPOStatus extension config

The user will be presented with a warning message if a purchase order (or orders) are found by the OCR, but not matched on the correct status:

image showing message Order(s) were found but none at the correct status: ID:13950079 Status: T

If a matching order number was extracted by the OCR but not found at all in ERP then an information message will be displayed:

image showing messages no purchase order found

No PO No Pay​

Note, if your supplier has been flagged as requiring a purchase order via the noPurchaseOrder setting, an error will be shown if no PO is on the invoice.

image showing messages no purchase order found

Purchase Order Information​

To enable you to see purchase order information in the same screen as the invoice, we have implemented the Purchase Order Details section in the document screen which will load up the order line information for the order found on the invoice.

image showing purchase order details selected on the Rossum menu and the order details from ERP showing in the Rossum screen

Order Matching​

Wherever possible the system will match an invoice to a valid purchase order and the individual invoice lines to purchase order lines.

You will be able to see where lines have been matched in the Line Items section on the document screen.

image showing a three line invoice where all lines are matched to order line numbers

Extra Lines​

Additional invoice lines that are not matched to any purchase order line are shown with a negative order line number (for example, -1) and no order number, so they are clearly distinguished from lines that are matched to the purchase order.

Please note that these additional invoice lines must be provided with account coding either:

However, how that data is treated on import to ERP will depend on the underlying system:

  • ERP7 - The coding will be overwritten on import by the EI parameters (please refer to Unit4 documentation for more information)
  • ERPx - The coding of additional lines will be respected when sent to the system.

image showing a two line invoice with a negative one on the second line

Manual Matching​

To manually match an invoice line to an order line, simply enter the order line number on the invoice line and the order number will be automatically filled in.

Note once the line number has been set manually, any further changes to data will NOT attempt a re-match on this line.

For example if we change the line above from -1 to 1, the order number is then filled in automatically.

image showing a two line invoice with the second line having a green number one in the order line number

On occasion you may find that the automated line-matcher overwrites input data making adjustments to line details more awkward. For this reason we have allowed for lines being entered in "manual mode". This can be set using the "Line Input Mode" dropdown in the UI. When this is set to "manual" no automated input will be attempted so be sure that the details entered are correct.

image showing a three line invoice with lines set to manual mode

Matching Errors / Warnings​

Manually overriding with a line which doesn't exist​

If you manually add a line which does not exist on the purchase order, the system will display a PO_005 error message which must be corrected before confirming.

image showing a po_005 error message on an invoice line

Unmatched lines warning​

If the system finds a purchase order but is not able to match a line, that line will be flagged with a PO_008 warning message, please note this message can be elevated to an error.

image showing a po_008 warning message on an invoice line