Audience: Accounting Manager and MineralTree Administrator
Summary: This article comprehensively reviews the settings and configurations involved with the auto-PO match feature and who has access to change the settings. PO Matching is available for NetSuite, Xero, Sage Intacct, and Sage100. This article contains:
- Enabling PO Match
- Auto PO Matching Type
- PO Number Match
- Best Line Level Match
- Invoice Capture Default Settings for Purchase Orders
- Invoice Line Coding (Netsuite only)
- Match Tolerance
- Quantity received vs quantity ordered
- Bypassing Invoice Approval
Enabling PO Match
To enable Purchase Order Matching, a MineralTree Administrator should navigate to Settings > Company Settings and click on the Invoice Approval tab. Please check with support to see if PO Match and Auto Match are available for your specific ERP.
Once you enable Auto PO Match on the company level, you are able to turn it off for specific vendors by navigating to their Vendor Profile page.
Auto PO Matching Type
There are two options to choose when selecting how you want your Auto Purchase Order matching algorithm to function. This is a global setting and will apply to the way your POs match for all of your vendors.
PO Number Match
This configuration will compare the PO number captured from the invoice to the open PO numbers from your ERP. If the PO numbers are the same, it will link the PO to the invoice and then match or mismatch the invoice lines to PO lines based on your match tolerance. If there is no matching PO found, then nothing will link and it will have to be manually linked. This is not retroactive. This means if you have Best Line Level Match as a default and then change to PO Number Match, it will not relink all of your existing invoices, only invoices moving forward. This is your ideal configuration if vendors send invoices with the corresponding purchase order numbers on them and you also have many items with similar costs, quantities, and descriptions.
Note: PO Number Match is a global setting. It cannot be changed for specific vendors.
Best Line Level Match
This configuration will perform the same linking logic as PO Number Match, but if the PO number is not found, then the system will attempt to link lines against open POs from your ERP based on quantity and cost per (for items) and amount (for expenses). This is not retroactive. This means if you have PO Number Match as a default and then change to Best Line Level Match, it will not relink all of your existing invoices, only invoices moving forward. If vendors send invoices without corresponding purchase order numbers on them, this is your ideal configuration.
Note: Best Line Level Match is a global setting. It cannot be changed for specific vendors.
Invoice Capture Default Settings for Purchase Orders
There are several configuration options available to you in MineralTree that dictate how your PO Matching will function. The default settings for invoice capture require MineralTree in order to change.
Summary level or line & summary level
Invoices can be captured by either the Header (Summary) level or by line and header. In order to take advantage of PO Matching, line and header level must be enabled. If you only have Header Level, you can contact firstname.lastname@example.org to enable that. This will enable this type of capture on a global level for all vendors.
If you have some vendors that do not require line-level capture, you are able to change that setting on a vendor level by navigating to the Vendor Details page and scrolling down to the bottom of the Default Invoice Preferences section.
Expenses or items
This setting determines whether you want invoices captured by expenses or items. This is also a global setting, which can be changed by contacting MineralTree support. The Accounting Manager can change this setting on the vendor-level by navigating to the Vendor Details page and scrolling down to the bottom of the Default Invoice Preferences section.
It's important to note that if you have both items and expenses on your purchase order, you are able to convert items to expenses and vice versa once it is captured.
Invoice Line Coding (NetSuite Only)
On a purchase order in NetSuite, every line item can have coding. MineralTree allows for that same functionality in our system. This setting can be changed by the MineralTree Administrator by navigating to Settings > Company Settings and clicking on the Invoice Approval tab. Selecting the PO Line setting will mimic exactly what is on the PO. If your items for your POs are all going to be coded the same way, it’s fine to just have PO Header as your selection. This is a global setting and cannot be changed on the vendor level.
Match tolerance is the margin of error you’re willing to accept between your invoices and your Purchase Orders.Typically this is set at between 3 and 5 percent to account for the small differences between how you are submitting your purchase orders and how your vendors are billing you. It looks at the cost per on items and the total amount on expenses. This is set on a global level by a MineralTree Administrator by navigating to Settings > Company Settings and clicking on the Invoice Approval tab.
Once the global setting is set, Accounting Managers can change this by vendor by navigating to the Vendor Details page and scrolling down to Default Invoice Preferences.
Quantity Received vs Quantity Ordered (NetSuite & Intacct Only)
This is a setting that can only be changed on a global level by a MineralTree admin and not vendor by vendor. This setting determines whether or not you want to match your invoice against what you have ordered or what you have received. (e.g. You order 10 of an item and only 8 come in - how are you matching?)
One consideration here, is that if you choose received you have to mark them as received in your ERP before it will show as matched in MineralTree.
To change this setting, a MineralTree administrator should navigate to Settings > Company Settings and click on the Invoice Approval tab.
Bypassing Invoice Approval
One workflow consideration is if you want to bypass the invoice approval process. Your options are to keep the workflow as is or bypass the invoice approval process entirely. For example, if your invoice matches your Purchase Order, you might not need or want to have the invoice approver approve it because it’s already considered pre-approved due to the requisition process. You can also choose to bypass the invoice approver even if it does not match. This feature creates a faster and more streamlined process.
These settings can be changed by a MineralTree Administrator on a global level by navigating to Settings > Company Settings and clicking on the Invoice Approval tab. This cannot be changed vendor by vendor by an Accounting Manager.