General information

Invoices can be routed for matching either if they are interpreted with item lines or with a purchase order number in the invoice header. What determines whether an invoice should be considered an order invoice is set up in the Administration tool.

The interpreted order number is presented in the invoice header of an opened invoice, if there are several order numbers on the invoice, these are separated by commas:

A check can be installed in the system to ensure that the interpreted value meets the requirements to be a valid purchase order number, e.g. it is 7 characters long and starts with the prefix “PO” e.g. PO12345. The control is called OrderNoMasks and whether it is entered or not is shown in the administration tool under System Configuration - Integration Configuration. If the control of the order number is present and an invoice is received that does not meet the conditions, it will be imported as an expense invoice and displayed in New Invoice Review

Invoices that are identified as order invoices are presented in the queue Matching Error with different statuses.  

Under Settings in the black column there is a column option Match status, check it and the column will appear in the workqueue.

It is also possible to filter the invoices in the queue by status. Click on the filter icon to the right of the column heading and select the desired status on the form.

Article lines

On an order invoice, there are two tabs at the bottom of the invoice window, one for oding and one for item lines. 

The fields that are incorrect are marked with a red frame, hover over the fields or click on  to the left of the row for more information.

Click on  , above the item rows, to show only incorrect rows.

Coding balance and Total item lines are the same on both the Coding tab and the Article lines tab.

Four buttons/icons are available on the tab:

• Status, e.g.
  The matching status of the invoice is shown on the first button, read more about these in the article Matching status. Click on the button to show/hide status messages.
• Perform control
  Matches existing article lines against data from deliveries. Retrieves coding rows, if the system is set up to do so.
• Load rows from order  
  Deletes all article lines and retrieves the deliveries that are on the invoice order number.
• Linked Invoices  
  When you open an order invoice, the system automatically checks whether there are other active invoices with delivery lines linked to the same order number. If no such invoices are found, the icon is grayed out and cannot be clicked. If linked invoices are found, the icon appears in red—click it to view a list of the relevant invoices (invoice number, date, amount, currency, order number, and status). From there, you can navigate to each invoice and, if necessary, unlink specific line items. The relevant rows have the icon  on the left side of the row; click it to view linked invoices. Read more in the article “Unlinking Line Items from Matched Order Invoices.”

Double-click in a field to open the search form. Fields marked in yellow must be filled in.

An automatic match check is done when the invoice is forwarded but can also be done manually by clicking on Perform control when adjustments have been made to the item rows.

In some purchasing systems, you may need to make adjustments to the order instead of making adjustments to the invoice in MediusGo and when the adjusted order/delivery is updated in MediusGo, the invoice can be re-matched.

The columns displayed on the Article lines tab are based on the purchasing system used and are determined in the administration tool (System Configuration-Import-Purchasing Integration-Item Row Invoice) when setting up the system.