The information in this article applies to companies with the additional Purchase to pay module.
The purchase to pay module makes it possible to automatically match and check purchase invoices against purchase orders and warehouse receipts from your accounting or ERP system. This is also known as purchase order matching. Invoices that match the corresponding purchase orders can be booked directly in your company.
Supported accounting systems
Exact Globe en Exact Globe+
Exact Online
KING ERP
SAP Business One
AFAS Profit
Is your accounting system not yet supported? Let us know via chat or support@zenvoices.com
Features and options
The purchase to pay module offers the following features and options:
Automatically matching and checking purchase invoices against purchase orders and warehouse receipts from the connected accounting/ERP system
Creating invoice lines based on purchase orders and warehouse receipts in the transaction screen
Recording invoiced quantities against purchase orders
Handling differences in quantities and amounts
Booking direct purchase invoices
Enabling and using the module
Purchase to pay is an additional module that can be enabled per company.
Go to Manage / Organisation / Companies / Edit and go to the 'Additional modules' tab to enable the module for a company.
Automatic matching process
When the invoice comes in and is imported, the following fields, among others, are recognised from the invoice:
supplier
invoice number
invoice date
total amount
VAT amounts
invoice lines
references (for example, a purchase order number)
This data forms the basis for the automatic matching process.
Matching based on reference
Automatic matching with a purchase order is based on the reference recognised on the invoice.
It's important here that:
the reference (for example, the purchase order number) is on the invoice
the same reference is entered against the purchase order in the accounting or ERP system
When Zenvoices recognises this reference, the software can automatically find the correct purchase order and link it to the invoice.
The corresponding order lines can then be selected for the transaction.
Matching at line level
In addition to matching on reference, Zenvoices can also match invoice lines with order lines. This can be done using line recognition
You can manually activate line recognition a few times when line recognition is active:
invoice lines are automatically read
these lines are compared with the lines of the purchase order
This looks at, among other things:
item numbers
descriptions
quantities
prices
When this data matches, Zenvoices can automatically link the invoice lines to the correct order lines.
This ensures the transaction lines are filled in automatically.
Checking the match
During the matching process, Zenvoices checks whether the invoice matches the purchase order. See the following article for more information.
Handling discrepancies (for example, freight costs)
It can happen that an invoice includes extra costs that aren't in the purchase order.
A common example of this is freight or transport costs.
Because these costs aren't included in the original purchase order, Zenvoices can't fully match the invoice. As a result, the invoice receives an incorrect assessment.
This can be resolved by using transaction rules.
For example:
creating a transaction rule for freight costs
setting up an assessment rule for purchase invoices
This allows Zenvoices to process these costs automatically, without the purchase order then being assessed as incorrect.
See also the following article.
Please note: with the exception of Exact Globe and AFAS Profit, a purchase invoice can't be combined with a financial transaction, which means no ledger accounts can be selected (for example, for the costs above and/or differences in the amount). For this, we recommend creating an extra item, linked to the ledger account, so it can later be processed in the accounting system to the correct ledger account.
Pricing information
Consult Manage / Organisation / Subscription for the current rates for this module.
Disabling the module
After disabling this module, you can still consult existing purchase invoice transactions in the archive and complete transaction proposals for imported invoices. However, purchase orders and warehouse receipts will no longer be updated based on the connected ERP/accounting system.