Concur Invoice Standard Edition Administration Help

PO Matching

The PO Matching page allows you to maintain control by identifying and resolving any matching exceptions before paying suppliers, such as limiting payment to the quoted price, terms and quantity ordered. In addition, it allows you to import PO data to SAP Concur by using the PO Import.

There are two types of matching rules that you may use:

  • Individual (one-to-one comparison between the current invoice and the purchase order)

  • Life-to-date (one-to-many comparison between all associated invoices and the purchase order)

Individual Purchase Order Matching Rules

To configure individual purchase order matching rules:

  1. On the Individual Purchase Order Matching Rules page, complete the appropriate fields.

    Field

    Description

    Unit prices (Line Item)

    For each associated line item, compares the purchase order unit price to the invoice unit price.

    Line Quantities (Line Item)

    For each associated line item, compares the purchase order quantity with the invoice quantity.

    Totals (Header Item)

    Compares the purchase order total with the invoice total.

    Currencies (Header Item)

    Compares the purchase order currency with the currency of the invoice.

    Suppliers

    Compares the purchase order supplier with the invoice supplier.

    Supplier addresses

    Compares the purchase order supplier address with the invoice supplier address.

  2. Where applicable, select one of the following tolerance options for each rule that you want to include:

    • Percentage: Choose a percentage above which the rule will trigger a flag. For example, if the percentage is 1 and the PO amount is 1000, invoices above 1010 will trigger the exception.

    • Units: Specify a number at or above that at which the rule will trigger an exception. For example, if the unit is 100 and the PO amount is 1000, invoices at or above 1100 will trigger the exception.

    • Currency: Choose the base currency your company uses. The system will calculate and apply conversions for alternate currencies used on incoming invoices automatically

  3. Select if you want to display a warning or prevent submission of the purchase order if there is not a match between the purchase order and the invoice.

  4. Click message to specify an exception text that will be displayed to the user.

  5. Click Save.

Life-to-Date Purchase Order Matching Rules

To configure life-to-date purchase order matching rules:

  1. On the Life-to-Date Purchase Order Matching Rules page, complete the appropriate fields.

    Field

    Description

    Taxes

    For each associated line item, compares the purchase order tax with the cumulative taxes of all invoices sharing this purchase order number.

    Line Quantities

    For each associated line item, compares the purchase order quantity with the cumulative quantities of all invoices sharing this purchase order number.

    Line Totals

    For each associated line item, compares the purchase order line item total with the cumulative line item totals of all invoices sharing this purchase order number.

    Gross amounts

    Compares the purchase order gross amount with the cumulative gross amounts of all invoices sharing this purchase order number.

    Net amounts

    Compares the purchase order net amount with the cumulative net amounts of all invoices sharing this purchase order number.

  2. Where applicable, select one of the following tolerance options for each rule that you want to include:

    • Percentage: Choose a percent above which the rule set will trigger a flag. For example, if the percentage is 1 and the PO amount is 1000, invoices above 1010 will trigger the exception.

    • Units: Specify a number at or above that at which the rule set will trigger an exception. For example, if the unit is 100 and the PO amount is 1000, invoices at or above 1100 will trigger the exception.

    • Currency: Choose the base currency your company uses. Conversions for alternate currencies used on incoming invoices will be calculated and applied by the system automatically.

  3. Select if you want to display a warning or prevent submission of the purchase order if there is not a match between the purchase order and the invoice.

  4. Click message to specify an exception text that will be displayed to the user.

  5. Click Save.