Link or Unlink Invoice Lines and Purchase Order Lines

Depending on settings applied to your Organization In PurchasePlus, when an Invoice is matched to a Purchase Order, all of the Lines on the Invoice are compared with all of the Lines on the Purchase Order, and where two Lines are the same, they are Linked to each other.

PurchasePlus then compares the Line-level detail of the Invoice Line against the Line-level detail of the Linked Purchase Order Line, to help you decide if the difference between the Invoice Line Quantity and Unit Price and the linked Purchase Order Line Quantity and Unit Price is of concern or is acceptable, given your Organization's Flags and Threshold settings.

Ultimately PurchasePlus is helping you decide if the Invoice line detail reconciles with what you have ordered, and what you have received. 

Why are some Invoice Line Unlinked?

Invoice Line items can be in an Unlinked state for any the following reasons:

Manually Linking Invoice Lines and Purchase Order Lines

For the reasons above, there are cases when you may need to manually link an Invoice Line to a Purchase Order Line. When you manually link the Lines, according to settings applied to your Organization, PurchasePlus will:

• Compare the Unit Price of the Invoice Line with the Unit Price of the Purchase Order Line, and Flag the Invoice Line if there is an unacceptable variance.

• Compare the Quantity of the Invoice Line with the Quantity of the Purchase Order Line, and Flag the Invoice Line if the Invoice Line Quantity is greater than the Purchase Order Line Quantity.
• Compare the Quantity of the Invoice Line with the Received Quantity of the Purchase Order Line (derived from the Goods Receiving Notes belonging to the Purchase Order), and Flag the Invoice Line if the Invoice Line Quantity is greater than the Received Quantity.

How to Link Invoice Lines to Purchase Order Lines

1. In the Product Summary Tab of the Invoice, find the Invoice Line you wish to manually link to a Purchase Order Line. Click the grey [Link] icon on the Invoice Line

2. View the 'Selected Invoice Line' and compare it to the 'Available Purchase Order Lines'. If a logical match is available, select the [Link] checkbox, and click [Apply Link].

The Invoice Line will now be linked to the Purchase Order Line.

How to Unlink a Line

1. In the Product Summary Tab of the Invoice, find the Invoice Line you wish to Unlink from a Purchase Order Line. Click the blue [Link] icon on the Invoice Line

2. In the window that appears, click the [Unlink Line] option, and the Invoice Line will be Unlinked from the Purchase Order Line.