› Using Office › Verifying documents: Overview › Line-item pairing

Line-item pairing

Line-item pairing, also known as matching, is the process of ensuring that goods and services ordered are received in the correct quantities and prices according to a purchase order. Tungsten AP Essentials supports line-item matching with purchase-order data from your financial system. The settings in the Purchase order service determine whether you can perform manual line pairing, automatic line pairing or both. You can also enable 2-way and 3-way matching field validations to provide additional confirmation that the values are correct.

Manual line pairing

To match a line item with purchase order data from the target system when verifying line items:

  1. Click any field on the line that you want to match.
  2. Click and use the dialog that appears to locate the corresponding line from your financial system.
  3. Double-click the corresponding line. The values for these line-item fields are automatically updated with the values from your financial system:
    • Line number (LIT_RowIdentifier).
    • Order number (LIT_OrderNumber).
    • Article number (LIT_ArticleIdentifier).
    • Description (LIT_ArticleName).
    • Unit of measure (LIT_DeliveredQuantityUnitCode)

Automatic line pairing

If Automatic line-pairing is enabled, when Tungsten AP Essentials matches a line item successfully, line-item field values are automatically updated with the values from your financial system. Automatic pairing is performed:

  • After invoice extraction, but before the invoice is ready for manual verification.
  • When you open an invoice for verification.
  • Anytime you:
    • change the supplier.
    • draw on the invoice image.

When Tungsten AP Essentials matches a line item successfully, the values for these line-item fields are automatically updated with the values from your financial system:

  • Line number (LIT_RowIdentifier).
  • Order number (LIT_OrderNumber).
  • Article number (LIT_ArticleIdentifier).
  • Description (LIT_ArticleName).
  • Unit of measure (LIT_DeliveredQuantityUnitCode).

If automatic line-pairing is enabled, and no match is found for a line, the line-number field is emptied, even if it appears as though the line number was found on the invoice image. Line numbers are emptied in this manner because the numbers on the invoice image rarely match the line number in the target system. If multiple matches are found for a line, the line-number field receives the validation error, “No matching purchase order lines were found.”​

How it works

Any time pairing is performed, manually or automatically, Tungsten AP Essentials uses these fields to perform line pairing and validate the results:

Purchase order line Invoice line field type name
Order line number LIT_RowIdentifier
Article number LIT_ArticleIdentifier
Category number LIT_ArticleIdentifier
Supplier article number LIT_ArticleIdentifier
Quantity LIT_DeliveredQuantity
Unit price LIT_UnitPriceAmount

Copying purchase order lines

Sometimes you may want to copy purchase order lines directly from the imported master data, for example, if supplier invoices do not include purchase order lines in a standard format, and the automatic line pairing feature is unable to find a match. In that case, you can easily copy imported purchase order lines during verification.

  1. While verifying an invoice, click in the line-item view.
  2. Use the settings in the dialog that appears to locate the purchase orders you need.
  3. Select the purchase order lines you want to copy by clicking the checkbox at the beginning of each line.

    You can select up to 200 purchase order lines.

  4. Click OK to copy the selected lines to the line-item view.

    New lines are inserted after the row that is in focus in the line-item view. If no row is in focus, the new row is inserted at the top of the table. The fields below are copied to the corresponding fields on the invoice if available. If any of the fields below are not available on the invoice, the data for the missing field is not copied.

    Purchase order line Invoice line-item field type name
    Order line number LIT_RowIdentifier
    Order number LIT_OrderNumber
    Article number LIT_ArticleIdentifier
    Description LIT_ArticleName
    Unit of measure LIT_DeliveredQuantityUnitCode
    Quantity LIT_DeliveredQuantity
    Unit price LIT_UnitPriceAmount
    Total LIT_VatExcludedAmount

    Sometimes you want PO quantities on the invoice to reflect the remaining quantity (quantity - invoiced quantity). In that case, we recommend displaying invoiced quantities in the Copy purchase orders dialog, so you can be aware of any adjustments you may need to make after the lines are copied.

    You can display invoiced quantities in the Copy purchase orders dialog by clicking and selecting Invoiced quantity.