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Invoice matching

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Invoice matching

Manually create invoices for matching purposes

The Invoices chapter on Admin Suite allows you to manually create invoices for invoice matching.

To create a new invoice, simply click the '+' icon in the top right corner of the overview.

There are four steps to adding an invoice:

General data and info​

This step has tables for an invoice's general details and the additional amounts and taxes.

The following fields are mandatory:

  • Creditor - The OU that will receive the amount on the invoice.
  • Debtor - The OU that must pay the amount on the invoice.
  • Invoice number
  • Invoice date - The date on which the invoice is sent.
  • Invoice amount (incl. VAT)
  • Date of booking - The date on which the invoice is booked to the system.

Additional amounts and taxes​

Beneath the document uploading field, the invoice can be specified into amount types. This can be done by clicking the '+' icon in the top right corner of the Additional amounts and taxes table. There are 4 different types of amounts which can be added. All types can be used multiple times within one invoice.

  1. Administration costs - a company can charge a fixed or variable amount for their administration.
  2. Costs of goods - the total amount of goods (quantity multiplied by unit price).
  3. Shipping costs - the costs which are charged for shipping the products For example the costs which a supplier charges for shipping the products or the invoice of a shipping company which transported the goods for the organization unit.
  4. Other - any costs which can’t be specified as one of the above-mentioned costs can be specified as “other” costs.

Each line of the additional amounts and taxes starts with the amount type (one of the above four).

  • Amount ex. VAT - the total amount of that type excluding VAT.
  • Tax rate - the tax rate applied to the amount type. The tax rate is a dropdown menu in which there are several possibilities, depending on the tax rates set for your organization.
  • VAT amount - the VAT will be calculated automatically. Amount multiplied by tax rate.
  • Total amount - the total amount will also be calculated automatically. Amount excluding VAT combined with the VAT amount.

When adding a field there is a 'save' and an X icon. The save icon has to be clicked when all the fields are specified, and if you are done specifying an amount type. The X can be used when you want to remove the added line.

When a line is completed, it obtains a fixed spot beneath the additional amounts and taxes. There is a 'pencil' icon and a 'trash bin' icon at the end of each line. The 'pencil' can be clicked to edit the amount type, and the 'trash bin' can be used to delete the amount type.

The VAT reverse checkbox is to be checked when tax has to be paid by another party.

At the bottom of the page the general data and info for this entire step can be saved by clicking the Save button. When all the required data is filled it is possible to move to Next. The Next button is also used when navigating steps of an existing invoice.

Search and select​

In this step the shipments available for the invoice are selected.

Shipments available for invoicing​

In the first table, with the header 'Shipments available for invoicing', all received shipments which are not invoiced yet are displayed. It is possible to select multiple shipments for one invoice. The shipments which apply to the invoice can be selected by checking the checkbox in front of each line. By checking the checkbox for a second time the line will be deselected.

Each line shows:

  • The Shipment reference (a.k.a. delivery note number);
  • All related purchase orders;
  • The date on which the goods are received;
  • The quantity received;
  • The total amount received (unit price multiplied by unit);
  • The expected amount on the invoice.

Beneath the table you have a dropdown menu to select how many lines you would like to be displayed in the table (varies between 5 -100). Next to this the total amount of lines is displayed (e.g. 1-5 of 45 means that there are 5 displayed of the 45 lines in total). The arrows can guide you to the previous page with '<' or to the next page with the '>'. It is also possible to navigate to the absolute beginning with the '|<' or absolute end with the '>|'.

When there is a shipment selected it will be displayed in the table below with the header “selected shipments”.

At the end of the page, it is possible to navigate to the next step or to the previous step by clicking either one of the buttons.

Filters​

In the right pane of the page, it is possible to search for shipments in several ways. The pane can be folded and unfolded by using > and <. There are three different topics which can be used to find a related shipment.

  1. Products: it is possible to search by product name, a product custom ID or a product backend ID. All three options are displayed in a dropdown menu.
  2. Purchase orders: it is possible to search on a purchase order ID or on the purchase order reference (a.k.a. purchase order number or reference).
  3. Shipments: it is possible to search on the shipment ID or on the shipment reference (as mentioned before a.k.a. delivery note number).

Match shipments to invoice​

The next step is the match shipments to invoice. There is a table displayed for each selected shipment.

Each table starts with the ShipmentID as a header. Beneath the header there is a sub header displaying the quantity of lines selected. By default, all lines are selected. The top line of the table shows a checkbox which can be checked to include or exclude all lines in the shipment.

There are several columns to display information of the shipment's lines.

  1. The first column concerns the checkboxes to include or exclude the line.
  2. The product name.
  3. The custom ID of the product.
  4. The supplier ID.
  5. The quantity delivered.
  6. The quantity on the invoice.
  7. The unit price.
  8. The amount delivered (quantity delivered multiplied by unit price).
  9. The amount per product on the invoice (quantity on invoice multiplied by unit price).

The last line of the table shows the total quantity delivered, total quantity on invoice, total amount delivered and the total amount on the invoice.

In the top right corner, there is an 'edit' icon. By clicking this icon, it is possible to edit the Quantity on invoice and the Unit price per line in a quick way. Another way to edit the line is to click on the line itself. By clicking the line, the Expected quantity can be adjusted as well.

A shipment table can be folded and unfolded by using the '^' icon.

When the rows necessary for matching the invoice are selected, the Match button can be clicked. If the selected shipments exactly match the invoice, you are navigated to step 4.

Disputes​

If there is a difference between the selected shipments amount and the amount on the invoice, a popup appears on which a dispute must be added to resolve the difference. Only then can you be navigated to step 4.

This popup shows a header with Resolve difference, the first amount is the amount which is received by adding all the shipment lines. Next to that is the amount on the invoice. The third amount is the difference between invoices and received.

By clicking the ''+'' icon a new dispute will be created. There are 5 reasons for a dispute:

  1. Manco: there is less quantity delivered than invoiced.
  2. Surplus: there is more quantity delivered than invoiced.
  3. Rounding difference: for example, they rounded to ten cents, and we expected the invoice to be rounded on cents.
  4. Purchase price difference: the unit price is lower or higher than we expected.
  5. Exchange rate difference: if the supplier calculates with another rate than the receiver.

Next to the reason it is possible to give a description about the dispute, there is a ledger class as well but it is not possible to enter a ledger class: the ledger classes are created in the Admin Suite using the general ledger accounts chapter. Finally, the amount of the dispute must be added.

If the difference is negative, it means that the total amount of the selected shipments is higher than the amount on the invoice. To resolve a negative difference, a positive dispute must be created. If the difference is positive, it is the other way around, which means that the dispute must be a negative number. This can be done by adding a minus before the amount of the dispute.

  • Example 1: if the original amount is 100,- and the amount on the invoice is 80,- there is a difference of -20,-. Add a dispute of 20,- to resolve the difference.
  • Example 2: if the original amount is 80,- and the amount on the invoice is 100,- there is a difference of 20,-. Add a dispute of -20,- to resolve the difference.
BookInvoicesWithDisputes

You can only book an invoice with a dispute reason with AutoResolve set to 'false' when you have the permission 'BookInvoicesWithDisputes'.

For more information check Creating dispute reasons below.

Right pane​

In the right pane the selected shipments, the expected and invoiced quantity and amounts are displayed per shipment. To deselect a shipment, the X icon in the right corner of the shipment can be clicked. When clicked, the shipment goes back to the main page beneath selected shipments. It is possible to make a new selection from the shipment at this point.

At the bottom in the right pane there is a table with the header 'Totals'. This table shows the total amount of the invoice, the total amount of the matched shipments, and the created disputes. The last line displays the difference between invoice and matched amounts.

Create disputes​

The last step is the Create disputes screen. In this screen you can manage all your disputes.

The header displays the Invoice ID. The first table shows the Additional amounts, while the second table shows the Created invoice lines.

In the right top corner, there is a '+' icon to create new dispute(s). Once clicked, a popup will appear with the header Dispute. The dispute is by default applied to the underlying invoice. If there is a dispute in the additional amounts, or in the created invoice lines, then those choices will be possible as well.

In the popup it is possible to create several disputes, this works in the same way as explained in step (3/4). Even if there is no expected difference, it is still possible to create a dispute. However, if you create a dispute while there isn't any, it will create a difference and that will make it impossible to book the invoice.

The created disputes are displayed in the right pane of the page. It is possible to delete the disputes created in step (4/4) by clicking the 'trash bin' icon in the right top corner of the table.

At the bottom of the right pane there is a table with all the totals.

  1. The first line shows the total expected quantity and amount.
  2. The total quantity and amount of the matched lines.
  3. The disputes.
  4. The difference.

When you click on a dispute table it shows a popup screen with a header 'Resolve dispute'. In this popup it is possible to edit the created disputes (the reason, description, and amount). At the bottom it is possible to add an action to resolve the dispute. This can be done by clicking the '+' icon in the right corner next to the header.

The action required changes to 'Needs to be resolved' and a line appears which needs to be filled. First the amount must be populated, followed by the description. It is possible to create multiple actions for one dispute.

The added actions can be removed by marking the checkbox in the left corner of the table. A 'trash bin' icon appears in the right corner, next to the '+'. All selected lines will then be removed.

After adding all action lines, the table can be closed by clicking the Save button.

The invoice can be saved in all cases (even if there is a difference). However, the invoice can only be booked if there is no difference between the invoice and the shipments/goods selected or when all differences (disputes) are resolved.

When clicking the Book button a new screen will pop up with a summary of the invoice. This summary shows the total amount on the invoice and the expected total amount on lines. The third total amount is the matched amount. If there are any resolved disputes, this will be displayed as dispute quantity.

In the summary there is an overview table of all shipment ID's involved in the invoice and the date on which the shipments are received. At the bottom of the summary the date of booking can be entered by either typing it manually or picking a date by clicking the 'calendar' icon. The date can be removed by clicking the X which appears when a date is filled at the end of the date line.

If the invoice is successfully booked, the page will navigate back to the overview page and the status of the invoice becomes Closed. It is not possible to edit anything in the invoice after closing/booking.

When the invoice has the status 'Open' it Is possible to navigate through the 4 steps from first to second and so on. It is possible to go from the second step back to the first, but not from third to second.

When an invoice has the 'Closed' status, it is still possible to have a glance at the invoice by clicking on it. this will display the invoice details. The overview starts with the invoice ID. In the right corner, next to the header, there is a 'looking glass' icon, clicking this icon will display the invoice history.

In the first table the general details of the invoice are displayed. General details are: creditor, debtor, invoice description, any uploaded documents, invoice amount, invoice number, invoice date and the date of closing/booking. The second table shows the additional information of the invoice. These are all the additional amounts which are added in the invoice creation. For example: other costs or administration costs. The third table displays the selected invoice lines: which products, the quantity and amount. In the last table all disputes of the invoice are displayed.

To be able to view, edit and delete invoices, view, add and edit disputes and resolving actions and so on, the user must have a certain functionality within the system. In the table below both the services and required functionalities are displayed.

Creating dispute reasons​

Currently DisputeReasons can only be created manually via our Dora API. You can do so by using the service [CreateInvoiceDisputeReason](https://dora.on-eva.io/CreateInvoiceDisputeReason. The service includes the following four values:

  • Name
  • Description (optional)
  • LedgerClassID: this will let you book this invoice dispute on a specific ledger class
  • AutoResolve: true / false

The last value AutoResolve requires a little bit more clarification:

  • A True value would assume that the resolving of this dispute will not be refuted by the other party, and that the dispute will be closed automatically. This is generally done for dispute reasons such as a rounding difference.
  • A False value assumes that the difference between the expected and received amount is substantial, and that you for example may want to wait with paying the other party before the dispute is resolved. The invoice can still be booked and thus closed, but you can still find all invoices with unresolved disputes by using the service in the following chapter.
note

Differences/disputes arising from Additional amounts can always be booked/closed, only ones arising from invoice lines would be blocking.

Searching on dispute and match status​

By using ListInvoices you can search on invoices which have unresolved disputes, with the value "HasUnResolvedDisputes": true. Simultaneously, you can also filter on invoices which are not (entirely) matched yet, by using the value IsMatched: true.