In this article, we describe the most common purchase order scenarios you should be prepared for when processing invoices via Ocerra.
#1 Purchase Order is found, lines are matching (quantities and amounts), receipted quantities are matching (quantities and amount). This invoice is ready for export.
This is the most desired scenario, and it will look like this in Ocerra:
#2 Purchase Order is Found, lines are matching, but receipt amount are not matching. Request for a credit note or wait for delivery.
You can add an internal note on this invoice in Ocerra and/or we can set up custom system workflows that will allow you to filter invoices based on the different scenarios. Please contact support for more information.
#3 Purchase Order is found, lines are not matching but PO is Receipted.
There are 5 common use cases for this:
- PO can be for 200 items but invoiced for 100 items instead with a different price (there might be a few variations). If the requester is happy, please ignore matching issue and proceed with this invoice.
- PO is partially receipted. Wait for delivery or request a credit note.
- Invoice data is extracted incorrectly. Annotate (train) invalid value or enter manually:
- Invoice has GST inclusive amount. Ignore amount matching issue and process invoice as usual.
- PO has one line with the total for multiples items, but the invoice is split into lines. If the total amount from the PO and Net total from the lines are matching, ignore amount matching issue and process invoice as usual.
#4 Purchase Order is not found. Process invoice as a non-PO invoice or create PO in your system.
- If Purchase Order is not found ensure that it was synced (Ocerra syncs data from MYOB Advanced every 20-minutes) or whether it is required at all.
- If PO is not required -> Process invoice as a Non-PO invoice.
- If PO is required -> create PO in your system and sync.
- If PO is in the system but not stated on the invoice, find it through the drop-down selection in Ocerra: