Same Quantity, Multiple Invoice Lines

Same Quantity, Multiple Invoice Lines

There may be cases where a supplier sends an invoice for a Purchase Order, but the quantities of the ordered items are divided across different lines than those listed on the original Purchase Order.

In these situations, KNAPS is unable to match the invoice to the original Purchase Order.

It is proposed that users take the following steps to address such issues.

Purchase Order Quantity vs Invoiced lines

We will now examine an example to illustrate where such a scenario may arise.

A PO for product code ME6800 was created with a quantity of 5, listed on a single line.

The supplier's invoice splits the original PO quantity into two lines: 3 units on the first line and 2 on the second, totaling the full quantity of 5.

When the user attempts to match the invoice to the PO (using the methods outlined earlier in this guide under Linking Purchase Orders to Invoices) the system will return a "Match Unsuccessful" result, despite the PO number being correct.

In these situations, we advise taking the following steps:

Step1.

Contact the Accounts Team to request that the invoice be reopened and amended to ensure the quantity lines align with those on the Purchase Order.

Step2.

Once the lines have been amended, the invoice should be completed and resent.

Step3.

Open the invoice after it has been amended by the Accounts Team, ensuring the quantity lines align with those on the Purchase Order.

Step4.

Proceed to link the invoice to the Purchase Order using the methods outlined earlier in this guide under Linking Purchase Orders to Invoices.