Fix Common Electronic Invoice Matching Problems

Applies to: RFMS E-Commerce (EC)
Use this article when an electronic invoice cannot be matched or prepared during EC invoice matching.
Does not cover: RFMS Core AP/GL matching outside of EC electronic invoice processing.

When an electronic invoice is opened for matching, some lines may match automatically. If a line cannot be matched automatically, you may need to compare the purchase order and invoice details and complete the match manually. Use the issue guidance below to identify the problem before continuing with the invoice matching workflow.

Common Matching Issues

Issue	What it usually means	What to do
You cannot match invoice and PO lines	The material has not been received yet.	Select OK to clear the message, then select Abort Current Preparation. Return to the invoice after receiving is complete.
You cannot prepare the invoice	The invoice was already costed manually outside the electronic invoice workflow.	Do not continue with electronic invoice matching. The alert is confirming that the invoice has already been processed.
PO totals do not match invoice totals	Initial Value comes from the PO and may not match Invoice Line Total.	Decide which amount should carry into Accounts Payable. If the invoice total should be used, use the copy button next to Invoice Line Total to copy it into Initial Value.
Totals look unbalanced while you are matching lines	Totals may look off temporarily while invoice lines are still being matched.	Finish matching all related lines before treating the totals as a problem. If one invoice line applies to multiple PO lines, the totals may not look balanced until matching is complete.

When the PO Cannot be Matched

Use this workflow when the invoice is not matched automatically because the PO reference cannot be found, such as when the invoice references a name instead of a PO number.

1. From the Electronic Invoice Reconciliation screen, select the invoice and click OK on the PO not found error.
2. In the Cost from Invoice dialog, choose whether to enter lines from Not Costed Rolls or Not Costed Items.
3. In the Import from Item Inventory -- Not Costed screen, search for the product shown on the invoice.
4. Confirm that the product details match the invoice. Check values such as roll number, SKU, and quantity.
5. Tag the matching inventory and select Done on the toolbar.
6. In the matching screen, select the inventory line and then select the corresponding line in the Electronic Invoice Lines grid.
7. Click Match, , to link the selected lines.
8. Continue with the standard workflow to finish  costing and send the invoice forward.

  Note: If the material has not been received, you cannot complete matching. Select Abort Current Preparation and return after receiving is complete.

When to Stop and Review the Issue

If the invoice cannot be prepared because it was already costed manually, do not continue through the electronic matching process. If the PO cannot be matched and the manual matching workflow does not resolve the issue, review the invoice and PO details again before continuing. At that point, this article should stop trying to solve the problem and hand the user off to the next valid step.

Related workflow note

After invoice matching is complete, the matched information continues through the normal RFMS workflow for the downstream modules that use it.