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Purchasing

Record, post, and match a distributor invoice

Enter a distributor’s billed quantities and charges, then compare the invoice with the purchase order and receipts.

Before you start

  • Purchasing → Invoice matching
  • Your account needs permission to manage purchasing invoices.

What success looks like

  • The invoice is saved as a draft or posted record. Matching status shows whether it needs matching, has differences, or matches the linked order and receipts.

Quick start

The shortest path through this area.

  1. 1In Invoice matching, click Add invoice or Edit on an existing draft.
  2. 2Select the Supplier and a Purchase order if the invoice belongs to one. Enter the Invoice number, Invoice date, Currency, and any Due date.
  3. 3Check each line’s Description, Billed qty, and Unit cost. Use Add or Add unlinked charge line for charges that do not belong to a product line.
  4. 4Enter any shipping, handling, credit-card fees, duty or import fees, tax, invoice discount, other charges, and Notes in the matching fields.
  5. 5Click Save draft to continue later, or Post invoice when it is ready to be recorded as posted.
  6. 6In the list, check Matching status and Variance. Expand the invoice for details. Click Recheck after changing related order or receipt information.

How this area works

Reference information for the choices on this page.

Fields and options
  • Billed qty: The quantity on the supplier’s invoice. It is separate from the quantities ordered, confirmed, or received.
  • No linked PO: Use this to record an invoice without linking it to a purchase order.
  • Variance: A difference between the invoice and its matching records. Open the details to see what differs before deciding whether a correction is needed.

Troubleshooting

Choose the symptom that matches what you see.

The invoice still needs matching

Check the linked purchase order and whether receipts have been posted. Recheck after those records change.

The invoice has a variance

Open its details and compare billed quantities, costs, and charges with the order and receipts. Correct the specific record that was entered incorrectly.

Continue with a related guide

PurchasingVoid or replace a posted distributor invoiceReceive a full or partial distributor delivery

Still stuck?

Open a support ticket. We’ll include this guide so you only need to explain what happened and where you got stuck.

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