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Question

Can we stop a Supplier Invoice being automatically matched to a Purchase order

  • November 6, 2025
  • 1 reply
  • 7 views
G
Sidekick (Customer)
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Hi,

In some instances we want to enter a Supplier Invoice but we do not want IFS to automatically match it to the Purchase Order receipts - for example if there are lots of received lines for a PO but multiple invoices, each with only one or two lines. The first invoice for the PO matches to all the PO Lines. Then subsequent invoices match to nothing.

We can remove the lines that are automatically matched and then match manually.

Just wondered if you could switch the automatic match of for a single Supplier.

Any help, much appreciated.

Cheers,

Graham

1 reply

T
Superhero (Employee)
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  • Thomas Peterson
  • Superhero (Employee)
  • 1111 replies
  • November 6, 2025

Hi,

You can always change the way the supplier is set for the matching logic.  Every supplier has options for matching. For example, PO header (probably the option that is selected) Po Line, and receipt reference. 

Hypothetically, if the invoice is entered with one invoice line - for example 10K, and the supplier is set for header matching, all the goods received not yet invoiced would be matched. That appears to be how your matching is set for that supplier.  But assume the same invoice, and the supplier is set for PO line matching. in this case no automated matching would be performed, as the invoice was not entered with enough data for IFS to match at the PO line.   So, that change would cause automated matching failure. This setting would appear to work as you wish. 

A better option in this example / that supplier may be the option to match at receipt reference.  Consider receipt reference to be like a packing slip from the vendor or other vendor information related to a given delivery. Assume PAK 1 was entered as a receipt reference. In this case if the invoice was entered as invoice 123 with PAK 1 as the reference, then that invoice would only match with the goods received with PAK 1. The other deliveries would not be matched.  The automated matching will still occur, but it would only select a subset of the goods received (PAK 1).  It’s a very good matching option when supplier has multiple deliveries on the same PO and he invoice timing is such that traditional header matching is less appropriate.   The downside is the receiving department must enter some flavor of receipt reference identifier that would also be available at invoice entry. 

Options exist, the best option depends on available data, and preference. 

Best regards, 

Thomas


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