Continia - Match Lines

Introduction

The Match Lines feature in Continia Document Capture allows you to match supplier invoices against specific purchase order lines in Business Central.

This is particularly useful when a purchase order contains multiple lines, but the supplier has only invoiced for one or some of them.

You can use Match Lines when:

• A purchase order has multiple lines, but you only want to match the invoice against one specific line.
• The supplier has only invoiced for part of a purchase order.
• Invoice lines haven't matched automatically.
• The supplier has invoiced for different quantities or prices.
• You need to correct an existing match.

How to Access Match Lines

1. Open Business Central and navigate to the Continia Document Journal.
2. Select the invoice you want to match.
3. Check that the correct purchase order number is entered in the Our Order No. field.
4. From the menu at the top, select Home > Match Lines.
5. The Match Overview window will open, displaying the available purchase order or purchase receipt lines.

Match Overview – Filters and Actions

At the top of the Match Overview window, you'll find several filters and actions to help manage invoice matching.

Filters

These filters are particularly useful when working with purchase orders containing multiple lines.

Actions

Using Perform Match

The Perform Match button will attempt to automatically match the invoice to the purchase order entered in the Our Order No. field.

Continia will try to find the best matches based on the available purchase order lines and invoice information.

1. Check that Our Order No. contains the correct purchase order number.
2. Select Perform Match.
3. Continia will attempt to match the invoice against the relevant purchase order lines.
4. Review the results using Filter on Matched Only.
5. If any lines haven't matched correctly, you can manually adjust the matching.

Important: Perform Match is not guaranteed to match everything correctly. Always review the results, particularly when a purchase order contains multiple lines or the invoice only relates to part of the order.

Selecting the Correct Lines Manually

If automatic matching hasn't selected the correct lines, you can match them manually.

1. Find the purchase order line you want to match.
2. Select the line and choose Line > Toggle Match.
3. Continia automatically fills in the Matched Quantity using the outstanding quantity.
4. You can manually adjust the Matched Quantity to reflect the quantity being invoiced.
5. Once the quantity has been entered, you can adjust the Direct Unit Cost (Invoice) to the price shown on the supplier's invoice.
6. Repeat for any additional lines required.
7. Review the matched quantities and amounts before continuing.

Understanding the Matching Fields

Tip: If you've selected the wrong line, use Toggle Match again to remove the selection.

Adjusting the Invoice Unit Cost

Once you've entered the Matched Quantity, you can change the Direct Unit Cost (Invoice) to reflect the amount charged by the supplier.

For example:

In this example, the original purchase order unit cost was £65, but the supplier has invoiced two units at £70 each.

By changing Direct Unit Cost (Invoice) to £70, the invoice will use the correct supplier price rather than the original purchase order price.

⚠️ Important – Check Before Changing the Unit Cost

Before adjusting the Direct Unit Cost (Invoice), you must make sure you have selected the correct purchase order line for the invoice.

Changing the unit cost on an incorrect line could result in the invoice being matched against the wrong purchase order item.

• Check the line description to ensure it corresponds with the supplier's invoice.
• Check the matched quantity is correct.
• Only adjust the unit cost to reflect the actual amount charged on the invoice.
• If the price difference is more than £50, the invoice will need to go through the approval process again.

Remember: Changing the unit cost does not bypass the approval process. Any discrepancy greater than £50 will trigger reapproval under our Continia template settings.

Matching One Line from a Purchase Order

If a purchase order contains multiple lines, you don't have to match all of them to the invoice.

For example, a purchase order contains:

The supplier sends an invoice for just the Cleaning Supplies (£150).

To match this invoice:

1. Open the invoice in the Continia Document Journal.
2. Select Home > Match Lines.
3. Find the Cleaning Supplies line (£150).
4. Select Line > Toggle Match to match that line.
5. Check the Matched Quantity and Direct Unit Cost (Invoice).
6. Leave the other purchase order lines unmatched.
7. Use Filter on Matched Only to confirm that only the Cleaning Supplies line has been selected.
8. Confirm the matching and return to the Document Journal.

The invoice will now be matched against the relevant purchase order line rather than the full £650 order.

The remaining purchase order lines can be matched against future invoices when they are received.

Matching Partial Quantities

Sometimes an invoice only covers part of an individual purchase order line.

For example, if a purchase order is for 10 items but the supplier has only invoiced for 6:

1. Select the appropriate purchase order line.
2. Change Matched Quantity from 10 to 6.
3. Check the Direct Unit Cost (Invoice) and adjust it if necessary.
4. Confirm that the Line Amount (Invoice) matches the supplier's invoice.
5. Complete the matching process once you're happy with the figures.

Only match the quantity that has actually been invoiced.

Checking for Differences

The matching window includes fields to help you identify discrepancies.

Ideally, the Difference should be £0.00 before you finish.

If the amounts don't match:

1. Use Filter on Match Differences to identify lines with discrepancies.
2. Check that you've selected the correct purchase order lines.
3. Review the Matched Quantity and Direct Unit Cost (Invoice).
4. Check whether the supplier has included additional charges.

Do not change quantities or prices simply to make the invoice balance. They must reflect the supplier's actual invoice.

Invoice Discrepancies and Approval

Our Continia templates are configured so that any discrepancy greater than £50 between the invoice and the matched purchase order will require the invoice to go through approval again.

• Difference of £50 or less: The discrepancy will not trigger reapproval under this rule.
• Difference of more than £50: The invoice must go through the approval process again before it can be processed.

Example

If a purchase order line was originally approved for £1,000:

These examples assume the discrepancy is calculated against the original approved purchase order line amount and that no other approval rules apply.

Important: If you're matching an invoice against just one line of a larger purchase order, the unmatched lines should not be treated as an invoice discrepancy simply because they haven't been invoiced yet.

Finishing the Match

Once you're happy with the matched lines:

1. Use Filter on Matched Only to review your selected lines.
2. Confirm that the Matched Amount agrees with the Amount to Match, or that any remaining difference has been checked.
3. Complete the matching process and return to the Continia Document Journal.
4. Review the invoice details and any matching comments.
5. If the discrepancy exceeds £50, ensure the invoice goes through approval again.
6. Continue with the normal invoice processing procedure once any required approvals are complete.

Common Issues

Remember: You do not need to match every line on a purchase order. Only match the lines and quantities that relate to the invoice you're processing. Always check the correct purchase order line is selected before changing the unit cost.

Further Information

For additional guidance, see Continia's official documentation:

Manual Document Matching – Continia

Handling Discrepancies and Partial Matching – Continia