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PO Matching

ZoneCapture includes PO matching and several ways to validate the bill against the PO.

Matching the Purchase Order with Transaction

To match the purchase order with the incoming transaction automatically, the following conditions must be met:

  • PO number must be present on the PDF invoice so the OCR tool is able to scan it
  • PO number on the PDF is equal as the PO number in your NetSuite account
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In case that the PO number is missing on the invoice or captured number is different than the one used in your NetSuite account, user has to link the purchase order on the incoming transaction manually:

  1. In the Incoming purchase transactions to be processed, click on the Internal ID on the dedicated transaction line.
  2. After the Bill to Process record is loaded, select the purchase order/s in the Purchase Orders dropdown list.
  3. Click on "Save" to go back to the Incoming overview or click on "Save & Process" to proceed with processing the transaction.

In NetSuite you always have to create a bill from a PO to link the bill to the PO. You cannot first create the bill and later link it to a PO.

To guarantee the matching, we recommend that the Purchase Order document number contains prefix (such as PO) and at least 2, ideally 8 numbers. Minimum characters is 4.

Processing PO related transaction

When the PO is matched, the vendor bill will open with all the lines (remaining to be billed) from the PO. By default there is no validation done at this point. The user should review the lines with the PDF and save when correct.

Validation of the bill against the PO is depending on whether the 3-Way Match feature is used in ZoneCapture in your account. For further details, continue to 3-Way Match page.

Option to run Purchase Order matching again for already received documents

It is a possible use case that the PDF vendor bills are received before purchase order has been created in NetSuite. That might happen if you synchronize purchase order records to NetSuite from the external system so that they are created with a delay.

In case you scan vendor bills prior to creation of purchase orders, there is an option to run Po matching logic one more time for existing (not yet processed) bill to process records.

If purchase order number is captured and the bill to process record is waiting in the Incoming queue for the purchase order to be created and you would like to automate the process of re-matching POs, follow the steps:

Navigate to Customization > Scripting > Scripts.

Find a script called ZC Bill To Process PO Re-Matching MR and click View.

Open Deployments section and click on the title of the deployment.

Important Note: The script is available starting from 2.17.0 version.

 

Click Edit and schedule the script as per your requirements.

 

It is recommended to schedule the script 1-2 per day, as in case of hundreds of not processed records in the Incoming queue, the script will be running for quite a long time.

Once scheduled, the script will be running through Incoming Transactions to be processed that have purchase order number captured but not yet matched, and the matching algorithm will be executed again in case purchase order number has been created in the meantime.

 

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