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Editing invoices that have not been assigned

If an invoice item cannot be automatically assigned to an order item by the scheduled task Invoice matching, you have to assign the item manually.

Tip: You can also display and edit all invoices that have not been assigned on the Overview of invoices page. See Viewing the status of invoices for more information.

1. On the Invoice administration page, click the link Unmatched invoices.

   The Matching errors page is displayed.

   The page is divided into the following tabs:

   • All: displays all invoices for which all invoice items have not been assigned after an import.
   • Partial: displays all invoices for which the items have only been partially assigned after an import.
   • Items: displays all individual invoice items that have not yet been fully assigned after an import.
2. Click the icon next to the invoice or invoice item that you want to assign.

   The Invoice details page is displayed.

3. In the Items section, click the link Invoice to assign an invoice item.

   The Detail view invoice item page is displayed.

4. Click the Search for order items link.

   The Assign invoice items page is displayed.

5. In the Search criteria section, you can search for matching order items. Activate the necessary options and click the Search button. In the section Results, all order items are displayed that match the search criteria.

   You can for example narrow down the search for a price deviation by entering the amount 100. In this case, all orders with up to 100 EUR price deviation from the invoice sum (upwards or downwards) are displayed, if orders with this amount exist in the system. The used currency is the currency of the invoice.

Cancelling assignments

Activate the option Click the checkbox to cancel the assignment and click the button Cancel assignment.

The entire invoice is set to the status New and the entire invoice processing can be executed again, with possible manual corrections. This can be done for all invoices until an invoice is entirely accepted, i.e. released for exportation. However, it is also possible for cancelled invoices prior to a message to the supplier.

Converting invoice items

Some invoice items can not be assigned, because they are not listed in any order, as for example extra transport charges, small order surcharges that have not been entered to the system, or discounts that are unknown when the order has been placed. These can be marked with special "CBL condition codes" and are then automatically set to the status Assigned or Processed.

However, if these conditions are imported as "normal items" and if the same conditions exist for the corresponding order and they have been marked with Consideration during invoice check, they can be assigned to ordered or invoiced products and processed.

Note: Conditions that do not have this identification Consideration during invoice check in the order, are not available for assignment! They are not taken into account during the invoice check. If they appear on the invoice, you can change them into additional charges items, so that they are no longer taken into account in the processing, except from the check of the total invoice price.

1. On the Detailed view of invoice item page, click the link Convert invoice item.

   The Convert invoice item page is displayed. Select the menu item Help to display detailed information about this page.

2. Select an option:
   • Convert to extra transport charge (CBL code: ExtraTransport)
   • Convert to small order surcharge (CBL code SmallOrderCharge)
3. Click Save.

In this chapter Editing unprocessed invoices Editing cancelled (rejected) invoices Correcting errors in invoices Correcting errors in invoice items

See also Scheduled tasks for invoice processing Automatic invoice checks Invoice administration pages Viewing the status of invoices Invoices - Status Searching for invoices Editing invoices with errors Creating invoices Editing invoices Creating reasons for the change display Creating invoice complaints Viewing invoice complaints