Zudello automates your procurement process by matching related purchasing documents providing visibility of the order history leading to a transparent approval process.
What is a three-way match?
Three-way matching is a process in Zudello that compares information between your purchase order, purchase invoice, and delivery docket. When a document is processed as an invoice or a credit (with inventory tracking), Zudello will automatically match items in the document against existing items in your inventory file. Zudello then identifies any discrepancies in quantities or pricing.
What is a two-way match?
In the event you don't receive a delivery docket for the goods delivered, you can still match the supplier invoice to the related Purchase Order for a two-way match. By using a two-way match, you'll be able to compare the goods ordered to the goods invoiced.
How to match an Invoice to a Purchase Order?
Find/Open the Invoice we will match to the Purchase Order.
If three-way matching is enabled for a specific document type in your team, the invoice should raise the following warning message as a reminder that a PO and/or a receipt need to be added to your document:
Add the Purchase Order number into the Purchase Order field:
Once the Purchase Order number is added, Zudello will look for the document, and if the invoice supplier and PO supplier are the same, the PO and the invoice will match on a header and line level.
If the invoice matches the PO header, Zudello will provide a message saying that the document was matched to the Purchase Order:
If the invoice matches the PO lines as well, Zudello will show that the document lines were matched to the Purchase Order lines:
If the PO matched and the receipt didn't match correctly, it could mean that the receipt hasn't synced completely just yet and the invoice could look like this:
In this case, reach out to email@example.com and we can make sure all the required documents synced properly and the user should be able to proceed with the document matching.
Manually matching or changing the matched line
When Zudello cannot automatically match a line or incorrectly matches the line, the user is able to manually select and correct the matching.
The screenshot below shows an invoice that has been unsuccessful in matching the second line due to there being no item code extracted from the document or populated using automations.
Click on the yellow icon, this will display a pop up modal with information regarding the matched purchase order.
The user is then able to select the purple plus to match the purchase order line.
If when manually matching the line there is no quantity remaining, the user is able to see and open the document that has the line matched. This is achieved by selecting the purple information icon.
Correcting a matched line
To edit a line that has been incorrectly match the user is able to click into PO cell (or receipt cell) to expand the line detail. Selecting the purple pen will then display the allocation details.
By clicking the red cross and selecting match the purchase order line will no longer be allocated.
Before continuing save the document
After saving the document the user is then able to select the yellow icon to manually match to a different purchase order line.
In the below example the other line item was selected which overrides the item code and any line coding but keeps the quantity and price which is initially indicated as a variance.