Holio Ordermatch: Match an invoice to its purchase order

Working from the invoice, when the invoice is what landed on your desk.

There are two ways round this job, depending on what is in front of you. This guide starts from the invoice. Starting from the order instead? See Match a purchase order to its invoice.

Before you start

The first time you sign in to Holio Ordermatch you accept a Terms of Service. Your data is then brought in from Business NXT — purchase orders, incoming documents, product data and supplier data among others. The Terms of Service sets out exactly what that covers.

You land on the company picker, which shows the companies your Visma.net Admin access gives you. Star the ones you work in most to keep them at the top, sort by Most unprocessed or by name, and search if the list is long. Each card says how many unprocessed purchase orders and invoices the company has.

Keep the data coming. New invoices, purchase orders and suppliers only keep arriving if Data synchronization is switched on under Settings, where you also choose how often it runs. Worth checking before you start, because an empty list usually means the sync is off rather than that there is nothing to do.

1. Find the purchase order for the invoice

Open a company and you land on its purchase orders. Since you are working from the invoice, click Invoices in the left-hand menu. You get Incoming Invoices on the Unprocessed tab — invoices with no matching purchase order.

If there is no purchase order to match at all, Create PO makes one from the invoice. Otherwise click Find PO.

The dialog lists purchase orders registered on the invoice's supplier, filtered by the Filter by Invoice Supplier checkbox — clear it to see every order regardless of supplier. Each row carries the order total, a Total Match percentage and a Lines Match percentage, so the likeliest candidate is usually the top one.

Not sure? Click the eye to open PO Preview beside the list, with the order's number, date, supplier, total and every order line.

When it looks right, click Link. The invoice and the order move to Ready to Match.

2. Verify the match

Open the Ready to Match tab. It holds every order and invoice that has been linked, whether automatically or by hand. Wrong invoice on an order? Click the × beside the invoice number and it goes back to Unprocessed.

If the pair is right, click Verify. Ordermatch reads both documents and checks that the totals, quantities and units agree. Whatever does not agree, it tells you about on the Verification Results screen.

• See both sides. Show Preview, top right, puts the order lines and the invoice side by side.
• Lines the invoice has and the order does not are listed under Extra Lines in Invoice, and you can add them to the order from there.
• Attach Invoice and Finish Now cover the extra invoice and the goods receipt, for when you do all of it in one pass.
• Figures that disagree can be corrected here — click the amount to edit it. Useful when more items were ordered afterwards, or when the order is in a foreign currency and needs updating. You can change the price on the purchase order and set a new purchase price.

3. Complete it

Everything look right? Click Complete. Ordermatch creates the batch in the accounts with the correct invoice number and updates stock with the correct values.

Questions? Get in touch at hello@holio.ai and we will answer quickly — or book a meeting.