Purchase orders (PO) and goods receipts (GR) in Perk can have different statuses. Perk statuses are categorized in two types:
- Header level statuses: these statuses relate to the entire PO. It refers to main statuses like active, blocked etc.
- Line item statuses: these statuses relate to the specific PO and GR line items, without considering the header-level data. They are associated with the matching actions you or Perk perform.
Line item matching statuses do not determine the PO header status.
Header statuses for POs
These statuses influence the PO header level statuses (these are basically statuses that relate to the PO). There are three statuses:
- Active: PO has been successfully imported into Perk and is considered active for matching.
- Blocked: PO has been imported into Perk in blocked status.
- Deleted: PO has been imported into Perk with a validity date that falls before today’s date. The PO can still be matched but is marked that it may be out of date.
Caution: POs in unapproved/unreleased status are not supported.
The header level statuses refer to POs that have been released. Perk does not process POs that have not been approved or not released from their approval flows in the finance system/ERP.
Line item statuses for POs and GRs
Each PO and goods receipt line item can have one of four statuses:
- Not matched: The PO line item has not yet been matched to ANY invoice and ANY matched amount. This is either because the corresponding invoice or invoices have not been matched yet, or Perk was unable to perform an automatic matching. If the latter is the case, your action is required.
- Partially matched: A purchase order line item has not fully been “consumed” and has been matched to an amount that it is not equal to its order amount. This means that an invoice line item has been paired with a PO, but the value of the invoice line item is inferior to the one of the PO. For example, the invoice line item is 50 (net amount) and the PO amount is 100. Matching will result in Partially matched status, as 50 are still “open”.
- Matched: The PO line item is fully matched with an amount that is exactly equal to the one ordered. Please bear in mind that “matched” means that net amounts exactly match with no deviations.
- Overspent (two-way matching only): The total net amount of the line item(s) on an invoice is higher than the total amount of the line item on the purchase order they are matched with. This status indicates that your company was invoiced a higher amount for one or more items than was specified in the purchase order. For example, if the order was 1000 and the invoice corresponding to that PO line item is 1100, Perk flags this as an overmatch with the corresponding status.
- Mismatch (three-way matching only): There are discrepancies between PO, GR, and Invoice line items. For example, the quantity indicated in the PO line item and the invoice line item is greater than the quantity indicated in the GR line item, or the purchase amount line item amount does not match the invoice line item amount. This status is shown at Invoice line item level.
Note: You can set up a tolerance to allow PO amounts to deviate within a specific range in Settings > Supplier invoices > Invoice settings, Purchase order matching tolerances. For example, you can allow a deviation of 2% between PO and invoice line items. This means that any differences are not flagged as overspent, but are marked as matched even though the amounts don’t exactly match.
Matching status from purchase orders perspective