Issue: Purchase Order Matched but Invoice Fails Purchase Order Validations
When this issue occurs, it typically means that although the transaction has been matched at the top of the document, the Purchase Order # field is not populated.
To resolve this, ensure that the Purchase Order number is entered in the Purchase Order # field, so it aligns with the matched transaction at the top of the document.
Issue: Line Level of Invoice not aligned with Line Level of Purchase Order
This issue can also occur if the Line Level of the invoice is not aligned with the Line Level of the Purchase Order.
In other words, if the Purchase Order has a STOCK CODE, the invoice needs to have the exact same STOCK CODE to pass validations.
For example:
In the Purchase Order below, the first item has a STOCK CODE and DESCRIPTION.
The second item has only the DESCRIPTION.
When matching these Purchase Order items to the Invoice lines:
- The first line will need to have a STOCK CODE on the invoice.
- The second line will not need a STOCK CODE.
Issue: Purchase Order created and completed, but unavailable for Invoice matching
Usually, when the Purchase Order is created and is under the completed status but is not available for matching, it is because the Supplier isn't exactly the same. The Supplier Name could be the same, but the Supplier Code and other details behind the scenes might differ.
To fix this, the Supplier details need to match exactly, and the document with the incorrect supplier information needs to be corrected.
Issue: Invoice matched to Purchase Order but still going through approvals
When using two-way or three-way matching, it is common for customers to utilise these matches in Zudello to auto-approve documents if they fall within defined limitations. Although Zudello also supports approval workflows, it can bypass further approvals if the document meets specific criteria.
Example:
In a scenario where the settings are supposed to bypass approvals if the Purchase Order amount is greater than the Invoice amount, the approvals will not be bypassed if there is a mismatch in amounts.
For example, if an Invoice amount of AUD 1,800 is matched to a Purchase Order amount of AUD 360, the approval process will not be bypassed due to the significant difference in amounts.
To resolve this issue, the Invoice and Purchase Order need to be aligned. This involves breaking down the Invoice to match the breakdown of the Purchase Order.
Future Recommendations:
For future documents from the same supplier, we recommend either:
- Generating a consolidated Purchase Order that matches the expected Invoice amounts.
- Requesting the supplier to send an invoice with the same breakdown as the Purchase Order.
Issue: Invoice partially matched to Purchase Order, triggering approvals
When matching quantities in Zudello, is important that the quantity is aligned otherwise, approvals will be triggered (if applied to your Zudello settings).
To resolve this issue:
Step 1:
Verify the matching details to confirm the quantity that was matched.
Step 2:
Unmatch the Receipt by navigating to the receipt in question and unmatching the receipt completely.
Step 3:
Save the document to update the platform and reflect the changes.
By unmatching and saving the document, the available quantity for matching should be restored.
Step 4:
Proceed to match the document again, this time ensuring that the entire quantity is matched.