How Do I Match Invoices - Invoice Matching

How Do I Match Invoices - Invoice Matching

First go to the Accounts tab from the main menu and select Invoice Matching.



Select a Branch. Then select whether you would like to register a new invoice or matching a previous invoice and press search in the case of the latter.




If you have selected to register a new invoice you will have to complete the following fields:
  • Supplier Code - enter or search for the supplier.
  • Invoice Date - Select a date for the invoice.
  • Invoice Supplier Reference - this is the reference of your supplier's invoice.
  • Invoice total - the total value of the invoice.
  • Carriage/Delivery - how much the carriage/delivery costs.
  • You will now have the chance to enter a VAT breakdown against each vat code.
  • Make sure to press the Update button in the VAT breakdown box.

You can use the Recalculate button to show the calculated goods value if you change the values.



You can enter Invoice Notes against the invoice.

Press Register Invoice to complete the invoice.




If you chose match a previously registered invoice you will see a list of outstanding invoices.

You can filter invoice with a date after the From Date or have a specific Supplier code.

Click on the Register Number link to go to the next step.


This will allow you to edit the details of an existing invoice. Press Update Invoice to start the matching process. You can press the Delete Invoice button to delete the invoice.

You will be shown a list of all GRNs for the chosen supplier. You can filter a specific purchase order number. You can also click the red more/less link in the details column to show and hide the GRN details. Click the select link next to the GRN to match to your invoice.



The next screen will list the items on the GRN. The Qty Rcvd column shows the quantity received on the GRN. You can enter the quantity invoiced against this item and the unit cost. Press Recalculate to work out the total invoice cost and the difference from what was received. You can also use the Copy All Values button to set up invoice quantities and costs to the received quantities and costs.

If the unit cost is different you will be prompted to select a Cost Reason and if the quantity is different you will be prompted to enter a Qty Reason




If you want to add any items with differences to a debit note then select the item in the Debit Note column. Select all items you wish to update in Select column and press Update.


If the total cost from the selected items does not match the invoice goods value, you will have to continue selecting GRNs until you have reached the invoice cost.


At the top of each screen is a box that shows you how far you are in the matching process. It tells you how many GRNs have been processed, the goods value of the invoice, the total value that has been matched so far, how much outstanding value there is left to match and the acculated difference.



Once you have finished matching the invoice you will need to authorise the invoice if invoices require authorising. In this case go to section 2.


If authorisation is not required for the differences any lines marked for a debit notes will be created as a debit note for your supplier.

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