Supplier Invoices & Matching

Supplier invoices record what the supplier billed. Matching compares the invoice against the PO and, when configured, the goods receipt.

Creating a Supplier Invoice

1. Go to Supplier Invoices -> Create.
2. Select the PO and optionally the goods receipt.
3. If a PO is selected, the supplier comes from that PO.
4. Enter invoice number, invoice date, due date, currency, and exchange rate.
5. Add invoice lines with quantity, unit price, taxes, and links to PO lines.
6. For three-way matching, link each invoice line to the related goods receipt line.
7. Save as Draft.

Matching Modes

Two-way matching compares invoice lines with PO lines:

• quantity within tolerance
• unit price within tolerance
• remaining unbilled PO quantity after previous invoices

Three-way matching compares invoice, PO, and goods receipt:

• all two-way checks
• received quantity within tolerance
• remaining unbilled goods receipt quantity after previous invoices

Document Integrity Guardrails

SikaBooks blocks invoice save or match when:

• the selected supplier does not match the linked PO supplier
• a PO line belongs to a different PO than the invoice header
• a goods receipt belongs to a different PO than the invoice header
• a goods receipt line belongs to a different receipt than the invoice header
• a goods receipt line does not belong to the same PO line as the linked PO line
• the invoice would cumulatively overbill the linked PO or receipt

These are hard validation failures, not soft match exceptions.

Matching Results

After Submit for Matching, SikaBooks returns:

Result	Meaning
Matched	All checks passed within tolerance
Exception	Variance exists and auto-hold is off
Held	Variance exists and auto-hold is on

Use Rematch after correcting quantities, prices, links, or receipt selection.

Accounting Handoff States

When Accounting is enabled, matched invoices are handed to Accounting as bills. Supplier invoice lists and detail pages show handoff state:

State	Meaning
Awaiting handoff	Invoice is not yet matched or has not been handed to Accounting
Pending approval	Accounting bill has been created and awaits Accounting approval
Approved	Accounting bill has been approved
Review required	Procurement found an accounting issue, usually a GRNI variance, and did not auto-create the bill
Failed	Handoff attempted but failed; review the error message

Account Preview and GRNI Rules

The supplier invoice detail page can show account preview rows before Accounting approval.

• Receipt-linked stock lines clear GRNI - the Accounting bill line debits the GRNI clearing account and does not carry a product id, because stock was already received through Procurement.
• Direct stock invoice lines use inventory asset accounts - if a stock invoice line is not linked to a goods receipt, the bill uses the product inventory account or the Procurement default inventory account, and can preserve product linkage for Accounting/Inventory receiving flow.
• Service and non-inventory invoice lines use purchase expense accounts - these lines debit the Procurement default purchase expense account.
• If a receipt-linked stock line does not match the received base value within 0.01, the invoice is marked Review required and the bill is not auto-created.

Paying the Supplier

Payment depends on whether Accounting is enabled.

Standalone Procurement

• Available when Accounting is not enabled.
• Matched invoices can use Record Settlement.
• Procurement tracks Unpaid, Part Paid, and Paid.
• Settlement captures date, amount, method, reference, and notes.
• No GL, bank, or cash-book posting is created.

Procurement with Accounting

• Procurement captures, matches, and hands the invoice to Accounting.
• Finance approves and pays the Accounting bill.
• Supplier payment is recorded in Accounting, not Procurement.

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