We provided the high level of navigating the application earlier in this series let's now move on to the details of processing your invoices in the SourceDay AP application. This section will help you to understand matched and mismatched invoices and how to modify mismatched items so that they can flow into the matched category.
Invoices That Have Been Vouchered in Your ERP
If an invoice has already been vouchered through your ERP, it will fail if you try to process it through the AP platform. Part of processing is checking the voucher status in the ERP so that you don't pay twice for an invoice. You should only be processing invoices through SourceDay that have not already been vouchered.
Understanding Mismatched Invoices
Items that are mismatched simply means that when we did a comparison of the unit price and total cost on the invoice versus the PO, the amounts did not match on one or both. These items will appear on your mismatched view where you can take action to correct any issues. From this view you can:
- Notify the buyer if it was an issue with the PO
- Edit the invoice
- Upload a new invoice
- Choose to voucher even though a mismatch exists
Learn more about the mismatched view and the actions you are able to take to get to a point where the invoice can be vouchered.
The Trouble with Matching
The way that the AP application is set up initially is that the invoice will only be set to matched if ALL values across the PO, receipt and invoice match exactly. If that is your normal, that's amazing. For the rest of us, there is additional functionality that will allow you to set acceptable variances, or rails, for your invoices to move to matched even if the values do not match exactly. This can account for things like:
- Your ERP tracking cost at 4 decimal places and the invoice only recording 2 decimal places
- Accounting practices that allow for an x% variation between the PO and invoice costs
The AP platform allows accountants to enter threshold values to allow for matches on overs and unders. Thresholds can be set for:
- For all suppliers
- Extended Line Amounts
- Gross Vs Voucher
- For individual suppliers
- Extended Line Amounts
Once a threshold is set, the invoice will move directly to the matched view as long as the variance is within the threshold.
Learn more about setting up matching for your instance of the application.
Great news and good for you! This means that the 3 way matching validated the amounts between the PO, invoice, and receipt without issue. These guys are ready to voucher.
Setting Up Auto-Vouchering
Enabling auto-vouchering will allow invoices that are matched to be automatically sent to the ERP as vouchered. (You can even set this to happen for different time periods and not others). It would be rare that you would have additional changes to an invoice prior to vouchering for something that appeared on the matched tab, well, because that's where matches go. This can save you, the accountant, time and energy as these invoices basically move through the system without you needing to move them from step to step. They flow automatically. If you are on the fence about turning on auto-vouchering, I would encourage you to think about times when you have needed to make modifications to a matched invoice.
We're Almost There! The Last Section - Getting Started with Accounts Payable - Vouchering, Posted, and Paid Invoices
Missed Something - Want to Go Back or Forward?
- What to Expect
- Who's Doing What
- Picking the Right Invoices
- So Many Tabs, So Little Time
- How to Get Invoices into SourceDay
- Matching and Non Matching - You are here
- Vouchering, Posted and Paid Invoices