Pair it by hand, and prove nothing received was left unbooked — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This presentation is for you if you close the month at GadgetSphere and some suppliers now deliver over Peppol. In about nine minutes you will pair each received invoice with the purchase invoice you booked for it, clear what can never pair, and prove that nothing received was left unbooked.

Step 1 — Find the row, and read the two columns that describe it

After this step you will read a Peppol row on the matching list without being misled by it. In the My E-Invoice Admin applet, open Reconciliation (Purchase), then Inc. E-Invoice Match Q. A received invoice that states a due date sits there with a Match Source of PEPPOL. Read two columns: Ref No, which is the supplier’s invoice number, and Amount Txn, which is their total including tax. The columns that describe one of your own purchase documents, such as Entity Name and Document Date, have nothing to show on a Peppol row, and never will: pairing takes the row off this list rather than filling them in. Your finalised purchase invoices are on the neighbouring list, PD Matching Q., but only when the company has e-invoicing on, the supplier has a tax number on its record, and the invoice is not flagged self-billed.

Reference: Incoming Supplier E-Invoices — Step 2: See what has actually arrived

Step 2 — Stop waiting for Auto Match

After this step you will stop pressing a button that cannot help you here. Auto Match compares four values, and every one the row holds must agree exactly: supplier ID, reference number, amount and date. A Peppol row fails that test before it starts. BigLedger records the supplier’s due date as the row’s date, not the issue date, so on a thirty-day account an invoice issued on the third of March carries the second of April. And when the supplier’s invoice states their registration number, as it normally does, the list of your purchase documents has no supplier ID to compare it with. An empty result is not a fault in your data. Pairing a Peppol invoice is your job, and it is quick, because both halves are already on screen.

Reference: Incoming Supplier E-Invoices — Step 3: Pair a supplier document with your purchase document

Step 3 — Pair it with the purchase invoice you booked

After this step the received invoice and your purchase invoice will be recorded as a pair. Open the purchase invoice’s row in PD Matching Q., go to the Match Incoming Doc tab and press the plus button. The picker lists received documents. On a Peppol row, Doc No. is the supplier’s invoice number and Amount is their total, while Company, Entity Name and Document Date are blank, so confirm the supplier and the buyer on From Peppol AP first, then find the document here by those two and press Match. The pair moves to Matched History. Pairing posts nothing and changes nothing on the purchase invoice: it is the record that someone checked. If you pair the wrong two, Pushback to Queues on Matched History puts both rows back.

Reference: Incoming Supplier E-Invoices — Step 3: Pair a supplier document with your purchase document

Step 4 — Clear what can never pair

After this step every purchase document will have been dealt with, not only the ones that paired. Two kinds never find a partner on the matching list. A supplier’s credit note received over Peppol never reaches it, so the Purchase Debit Note you raised for that credit sits in PD Matching Q., when it qualifies for that list, with nothing to pair with. Check it against the credit note on From Peppol AP, then clear it with Push to Unmatched History. A purchase invoice from a supplier who sends paper or a PDF has no electronic partner either: check it against their validated e-invoice, the one with the board’s identifier and QR code, and clear it the same way. Pushback to PD Matching Queue brings back anything cleared by mistake.

Reference: Incoming Supplier E-Invoices — Step 4: Check the rest by hand — and clear them off the list

Step 5 — Prove nothing received was left unbooked

After this step you can show that every document received over Peppol is in your books. Open From Peppol AP and work through every document you have not yet ticked off, not only this month’s. The E Invoice Date column is the supplier’s issue date, not the day it arrived, so a late arrival slips past a filter by date. Tick each invoice off against Matched History, each invoice with no due date against its purchase invoice, and each credit note against the Purchase Debit Note you cleared for it. For a received invoice with no pair, search your purchase invoices for its Document No. If it is there, pair it; if not, it is a bill nobody has keyed, a liability missing from your books. The From Supplier (Matched) figure on the Discrepancies Report counts only the pairs you made, so it cannot point you to a Peppol invoice nobody paired.

Reference: Incoming Supplier E-Invoices — Step 6: Know what month-end can and cannot prove

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

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