Compare header-level to line-level transaction matching

You can decide whether you want to match Purchasing transactions at the header level or the line level. To add line-level matching to your automation setup, contact your account manager or Channel Executive to make this option available.

Understanding the differences between the two types of matching helps you to know what to expect when you review and edit vendor invoices.

Header-level matching

By default, Artificial Intelligence/Machine Learning (AI/ML) is set up to do header-level matching.

With this configuration, AI/ML does the following:

  1. Analyzes the vendor document and matches it to the source Purchasing transaction.
  2. Autofills line items in the draft vendor invoice with all line items from the source Purchasing transaction.

After the vendor invoice is matched, you need to:

  1. Compare line items in the draft vendor invoice to the attached vendor document.
  2. Update the quantity or price for any line items that were invoiced differently.
  3. Delete line items that you were not invoiced for.
  4. Add line items that were invoiced but were not part of the source Purchasing transaction.

If the Line-level matching checkbox is not selected in your Purchasing configuration, your automated transactions are being matched at the header level.

Line-level matching

When you select Enable line-level matching in your Purchasing configuration, you override the default of header-level matching.

For line-level matching, AI/ML does the following:

  1. Matches the vendor document to the source Purchasing transaction.
  2. Populates line items in the vendor invoice using data from the uploaded or emailed vendor document, rather than the source transaction.
  3. Flags any differences found in terms of price or quantity.

When you review the matched vendor invoice, you need to do the following:

  1. Evaluate any lines flagged as having quantities or prices that differ from the source transaction and make corrections, if necessary.
  2. Verify that all line items in the attached vendor document are accurately recorded in the draft vendor invoice, and make corrections as necessary.
You can add line items that are linked to a source Purchasing transaction when the Enable conversions for multiple source documents option is selected in the Purchasing configurations. Learn more about this option.

Impact of editing line items

When you edit key fields in a line item that has been matched to a source transaction, your edit can affect how the line item is linked or converted.

If you edit the price or quantity, the line stays linked to the source transaction and the result is a partial or full conversion.

If you edit the Item ID, the result is the same as adding a new line item. The line is no longer matched to the source transaction and so it is not converted.