Simple order matching with Blue10 ensures speed and reduces errors in the purchase invoicing process

Since the Date release, new expansions have been added to the functionalities of the purchase invoicing process. This development has enabled a simple way of order matching. Importer and exporter QPI were among the first to start using this new functionality and are enthusiastic about its use. Maarten Leerdam, Head of Finance at QPI, said: “This development allows us to process invoices much more efficiently.”

To speed up the reconciliation of purchase invoices in GreenCommerce, we collaborated with Blue10 to explore the possibilities for automatic matching. There are different types of purchase invoices (goods and services). To specify which purchase invoices and suppliers are suitable for automatic matching, this can now be managed per supplier. Maarten adds: “In Blue10, we specify our reference when validating an invoice, and then it is forwarded to GreenCommerce.”

Methodology
Invoices forwarded from Blue10 are automatically matched based on the supplier's settings. Orders are identified according to the agreed-upon conditions and then reconciled. The matched orders are recorded in the purchase invoice.

When the automatic matching setting is enabled, any discrepancies are posted, and the purchase invoice is finalized immediately. An incremental setting has been developed, with the first step being automatic order matching. The next step automatically finalizes the purchase invoice and records any discrepancies. Once the first step is successful, you can gradually enable the second step for each supplier. If an order cannot be matched immediately because it is incomplete or not finalized, the invoice is placed in a queue, and matching is attempted for a configurable number of days (once per day). Maarten Leerdam noted, “We can see at a glance which invoices haven't been matched yet, allowing us to take further action.”

To properly register this, a characteristic is stored with the purchase invoice to indicate that an automatic posting has been made.

Integration GreenCommerce x Blue10
With Blue10, booking documents (invoices, packing slips, and receipts) are consolidated into one system. Cost-related invoices can be booked directly from Blue10 and blocked for payment in the financial system. Order-related invoices are registered as invoice headers in GreenCommerce. Blue10 then receives information from GreenCommerce indicating whether there is a match. If there is a match, Blue10 receives the booking line from GreenCommerce, and the booking is seamlessly processed in the financial administration. If there is no match, the invoice is first sent to the responsible person for review. All invoices can be easily circulated within the organization for the necessary approvals and are quickly and easily retrievable in the digital archive.

Questions or more information?
Would you like to work with this extension or receive more information? Contact us at info@greencommerce.nl or call 0174-642622.