Matching & Resolutions

Processing supplier invoices that have purchase orders associated, involves matching the invoice details to the order, this can be done manually or in the financial solution. Problems arise if a match cannot be completed. An extremely arduous process would usually ensue, involving manually sending the procurer a hard copy of the invoice, which often results in invoices being lost or misplaced and means the AP team have to spend a lot of time chasing invoices from procurers.

The IMS iMatch and iResolve modules can be used to automate matching the invoice with the receipts and order, if this isn’t being done in the financial system, and then resolve any discrepancies between them online.

Any queries that arise with matching can be automatically distributed to the procurer who can review the query with the image of the invoice online and respond instantly. The AP team can deal with this response accordingly, either posting the matched invoice to the finance system or rejecting it to the supplier. Additional workflow allows letters to be automatically generated if the invoice needs to be rejected to the supplier.

Benefits of using IMS to resolve order matching issues include:

• Improved control with the use of monitoring and automating escalation procedures
• Discrepancies handled online
• Reminders sent automatically
• Status of invoices instantly available
• Removal of manual distribution of invoices
• Monitoring and escalation removes need for chasing AP team to phone and chase procurers for a response

Want to see invoice management in action? Watch our webinar online - includes software demo. Click to watch now!