How do I match purchase invoices to posted receipts in Business Central?

1. 1

   Raise the purchase order

   Create a purchase order for the vendor with Item or G/L Account lines, quantities and Direct Unit Cost. Release it, or send it for approval if you use a purchase order approval workflow.
2. 2

   Post the receipt when goods arrive

   On the purchase order, enter what arrived in Qty. to Receive on each line and choose Post, then Receive. Business Central creates a posted purchase receipt; the order line now shows the quantity received but not yet invoiced.
3. 3

   Start a purchase invoice for the vendor

   When the vendor invoice arrives, create a purchase invoice for the same vendor and type the vendor’s invoice number in Vendor Invoice No. (required by default through Ext. Doc. No. Mandatory on Purchases & Payables Setup).
4. 4

   Pull in the receipt lines

   On the Lines FastTab choose Get Receipt Lines and pick the posted receipt lines this invoice covers. Business Central copies quantity and Direct Unit Cost from the order, so the invoice starts from what was ordered and received.
5. 5

   Compare with the vendor’s invoice by hand

   Check each line’s quantity and unit cost against the paper or PDF invoice. Business Central does not apply a price tolerance or flag a difference, so a higher price on the vendor invoice only shows up if someone compares it.
6. 6

   Resolve differences before posting

   For a price difference, ask purchasing whether it was agreed and change Direct Unit Cost only with a recorded reason. For a quantity difference, invoice only what was received and ask the vendor for a corrected invoice.
7. 7

   Send for approval and post

   If a purchase invoice approval workflow is enabled, send the invoice for approval; it can be posted once approved. A posted invoice built from receipt lines cannot be changed or canceled, so corrections go through a purchase credit memo.

Get Receipt Lines on both receipts gives an invoice for 45 chairs at $180.00 ($8,100.00). That is what Business Central will post unless someone changes it, so the gap to the vendor’s $9,300.00 has to be resolved outside the system: ask the vendor for a corrected invoice, or a credit for the $1,200.00 difference ($930.00 for five chairs not received at $186.00 and $270.00 for the $6.00 price increase on the 45 received). Change the unit cost only if purchasing confirms the new price.

• Receive and Invoice in one step. Posting both together from the order records a receipt nobody checked.
• Overwriting Direct Unit Cost. Changing it to the vendor’s price silently accepts an increase; record who agreed it.
• Relying on Vendor Invoice No. for duplicates. The number is required, not checked for uniqueness.
• Posting and fixing later. Invoices built from receipt lines cannot be edited after posting; the fix is a credit memo.

1. 1

   Connect Business Central

   In Aequo AP, select Connect with Microsoft; an administrator approves Aequo and picks the company. Vendors, posting G/L accounts and purchase orders with their lines are imported every hour.
2. 2

   Record receipts

   Posted purchase receipts are not imported from Business Central, so upload each delivery note to Aequo AP as the receiving record for three-way matching.
3. 3

   Set tolerances

   Set price, quantity and tax tolerances, and override them for individual vendors where needed.
4. 4

   Capture and match

   Forward invoices to your Aequo inbox or upload them. Each is matched line by line to the Business Central purchase order and checked for likely duplicates.
5. 5

   Approve exceptions

   Clean matches move on; variances go to an exception queue with the reason. Approvers work in Aequo and do not need Business Central licenses.
6. 6

   Review and post the draft

   Each approved invoice is written to Business Central as a draft purchase invoice with G/L account lines for your team to review and post. You pay in Business Central.

See what syncs with Business Central and three-way matching in Aequo AP.