GRN Line Matching

Match invoice line items with the goods previously received

You can either match an individual PO if all items in the supplier invoice are from the same purchase order or alternatively, you can select a supplier and all unmatched GRNs for this supplier will be listed on the screen.

Searching for existing Purchase Orders

From one of the drop-down boxes either select a purchase order or a supplier for which GRN Line matching is required.

Details of the related unmatched GRN line items will show in a grid.

Matching items

Tick the 'Match' checkbox beside each item, which needs to be line matched. This will automatically populate the 'Invoice Price' cell with the purchase order price. This can be adjusted if the price on the invoice is different. Simply click in the 'Invoice Price' cell and type the correct price. Press enter or the value will not be entered.

Click the 'Total GRNs' button and some of the fields in the Purchase Invoice Detail panel will automatically be populated and the items on the grid will either show a pass or fail (see below for explanation, line tolerance).

Update the Invoice fields at the bottom of the screen as required and click 'Process Invoice' to generate the invoice. Fields with an asterisk are required.

If the variance on the Purchase Invoice exceeds the upper or lower variance limit for the user (see explanation below, lime tolerance), an information alert is shown, and the invoice cannot be processed.

Line Item Tolerance

There are settings on the system where rules can be put in place to check the variance of the price of an item on the Purchase Invoice compared to the Purchase Order when line matching items. The items will show a PASS or FAIL on the grid. If a Fail shows on the line item, check that you have entered the correct price. If required, correct prices and click 'Total GRNS' button again to re-check the tolerance.

There are also user settings to set the upper and lower variance limit for being able to process an Invoice. If the Variance on the total Purchase Invoice is outside their limits the user cannot process the Invoice.

Additional Information

If you have chosen to load a single Purchase Order for line matching, you will have an option to view the details of Purchase Invoices against the selected Purchase Order. Click the 'Purchase Invoices To Date' button to view the list. If you have chosen to load all Purchase Orders for a supplier, the 'Purchase Invoices To Date' button will show a list of previous invoices for the selected supplier.

On the single Purchase order screen the original purchase order can be viewed by clicking the 'Original Purchase Order' button.

Unmatching a Purchase Invoice

Click the button "Purchase Invoices To Date". This will load a list of Purchase Invoices for the selected purchase order or supplier, depending which screen you are on. You can select an invoice in the grid and choose the "Unmatch" button. You will only be able to unmatch a Purchase Invoice if it has not been posted, this is shown on the grid. (If you wish to be able to unmatch posted invoices you will need to enable this option on the settings page) .

After unmatching a Purchase Invoice, return to the GRN Line matching screen and choose "Reload List" on the grid to reload the grid with the latest information, the GRN line items that were previously matched will now be shown in the grid. If the grid is not showing because there a no outstanding items, you will need to close the screen and search for the Purchase Order again.

Information alert:

Duplicate Supplier Invoice Cannot process the Purchase Invoice if variance is not within users upper and lower limit