🌐 Web | 👤 Invoice processor
Two-way matching (2-way) is the process of associating an invoice with a purchase order or purchase orders in Yokoy. This relationship can then be exported and tracked in the finance/ERP system.
You perform two-way matching by allowing Yokoy to automatically match POs to invoices based on the information available in the invoice or manually selecting associated POs in the Invoice page.
🚧 Caution
To use two-way matching, purchase orders must have been enabled for the company and PO data must already be available in Yokoy.
In Yokoy, you can:
Match an invoice with one PO
Match an invoice with multiple POs
Where there are several purchase orders, usually the invoice has multiple line items. Each line item needs to be matched to a PO line item.
If possible, Yokoy detects the supplier and the corresponding PO(s) on the invoice. For example, both the supplier and a purchase order number on the invoice was recognized.
If the purchase order number(s) are selected either automatically or manually in the invoice header, the line items section changes to include two additional columns:
PO number column
The PO number column contains a list of matched PO numbers (either proposed by Yokoy automatically or selected manually).
If you click on the PO number in the PO number column, the Invoice matching window displays all PO line items in a table.
The table contains these columns:
Status: Status of the PO line item.
Description: Description of the PO line item.
PO: Number of the PO associated with the line item.
Article nr: Unique identifier of the items that a company has ordered.
The window may also include other columns in the PO as required.
PO line items are sorted in ascending order by PO number and then position. If the PO number or position contains non-numerical values, these line items are sorted alphabetically in ascending order.
💡 Tip: Custom column view
Not all the columns shown are required. You can customize the columns displayed by clicking the Columns icon (…) in the top right corner of the window.
Since non-PO related line items are not part of a purchase order, they are not assigned automatically to a category (i.e. GL account) or a cost object. Invoice processors need determine how to book them in the accounting system.
Matching status column
Once an invoice line item is matched with a PO line item (either manually or automatically), Yokoy computes the status of the PO line item.
The image shows how two PO line items have been matched and statuses have changed accordingly.
On top of that, you can also see that Yokoy computed effectively two things:
Matched amounts to the PO: how much of the Invoice line item was matched to a PO
Matched quantity to the PO: how many units were matched to a certain PO
When you click on an invoice action such as Save or Submit, the statuses and the matched amounts are updated correspondingly in the Purchase order page.
Auto-matching PO line items to invoice line items
Yokoy can automatically match invoices with purchase orders so that you don’t need to manually match invoices and purchase orders.
With automatic two-way matching, Yokoy detects information in the invoice that helps to identify purchase orders and uses this information to automatically associate a PO item with the invoice item.
👤 Yokoy Admin-enabled feature
To enable auto two-way matching, go to Admin > Invoice settings. Check the Enable purchase orders option is turned on and select the Enable auto matching checkbox.
PO line items are automatically matched to invoice line items when the invoice is uploaded for the first time.
There are two ways to manually trigger auto matching:
by adding or removing manually a purchase order number in the Purchase order number header field, or
by using the Trigger auto-match option available in the line items section. Users can select one, multiple, or all line items and trigger auto-matching. or when a user adds a purchase order number in the Purchase order number header field.
If Yokoy is unable to detect the PO number in the invoice, invoice line item matching behavior depends on the supplier settings:
if the supplier is flagged as a PO supplier and Trigger auto-matching if PO number not found enabled for the supplier, Yokoy tries to match the invoice line items automatically to the PO line items
if the supplier is flagged as a PO supplier and Trigger auto-matching if PO number not found is not enabled, you must match the invoice manually to the PO.
if the supplier is not flagged as a PO supplier, the invoice must be matched manually to the PO.
✏️ Note
On occasions, Yokoy may not find matching line items if the matching tolerances set by your company‘s Yokoy admin user are exceeded. In these cases, you may have to manually match the invoice with the purchase order.
To match data in the purchase order item with the invoice line item, the Yokoy‘s AI looks for these attributes:
Supplier
PO number
Currency
Description
Quantity
Amount
Item price
Manually matching PO line items to an invoice
To manually match a PO with an invoice, go to the invoice and select the PO(s) in the Purchase order number field in the invoice header.
The invoice matching window helps users to associate invoice line items with PO line items. To match an invoice line item with a purchase order, click Choose PO and select the corresponding PO number.
In the Invoice matching window, you can:
Match: Match the invoice line item with the corresponding PO line item by clicking Match.
Mark as non-PO: Mark the invoice item as that is not part of a PO. In this case, Yokoy understands that that line item is not related to a specific PO.
For example, there may be line items that were not included in the original order such as delivery costs/freight charges.
As soon as an invoice line item has been matched with a PO, you may not be able to edit some information.
💡 Tip
Click the Expand icon to the right of the Match button in the invoice matching window to display more PO line items.
To edit it you need to remove the match by clicking on the X icon in the column PO line item. Alternatively, you can click on the PO number and click Unmatch.
You can also match the invoice line items with the PO line items in bulk. For example, you want to match multiple invoice line items with the same purchase order line item.
To do this, select several invoice line items using the checkboxes and click Match PO. A new window appears where you can select the PO line item you want to match with the selected invoice line items. Click Match PO to confirm your action.
Possible scenarios for two-way matching
In the PO line item field, the matching PO number is displayed. Depending on the matching success, the following matching statuses can appear:
Matched: The invoice line has been fully matched to the PO item. No amount discrepancies exist.
Overspent: The invoice line has been matched to the PO Item. Amount discrepancies exist.
✏️ Note
In two-way matching, quantity discrepancies are not taken into account when computing the matching status. Only amounts are considered.
Quantity discrepancies are always considered in status computation when three-way matching is performed against GR and PO data.
PO items with deleted or blocked status
When PO item has either deleted or blocked status, an invoice line can still be matched to it. A notification is displayed indicating that the PO item is blocked or deleted.
Depending on the customer preference, you can restrict the workflow from allowing users to process such invoices further than a specific status. For example, invoices with blocked PO items should not continue in the workflow any further than new/draft status, or invoices with blocked PO items should not continue further than in approval status, etc.