Documentation/Consolidation
Consolidation
Consolidating means tying an invoice to the delivery notes behind it and checking, item by item, that what you were billed for is what arrived. It is the feature that turns a document archive into purchase control.
Consolidation with AI: on accounts that have it switched on, a good part of this work does itself. The system proposes which delivery notes make up the invoice and which line on each one matches which, even when the ordinary automatic reading cannot get to an exact match. See Consolidation with AI.
What it solves
Things happen between the delivery note and the invoice: deliveries that never get invoiced, deliveries invoiced twice, prices that are not the ones agreed, quantities that do not match. With nothing checking, you pay for those differences.
Consolidation does that check on documents that are already in the system, with no extra typing.
What it needs
Both documents have to be in: the invoice in its list and the delivery notes in theirs. If the delivery notes are never uploaded there is nothing to check against, and the invoice stays unconsolidated.
Consolidation statuses
| Status | What it means |
|---|---|
| Pending | No delivery note is tied to the invoice. |
| Partial | Delivery notes are tied to it, but they do not cover the invoice. |
| Complete | The delivery notes tied to it cover the invoice. |
Pages in this section
What consolidation is and when you need it
What it is for, which differences it catches, and when it adds nothing.
Consolidating step by step
The whole procedure, the amounts at stake, confirming, and how to undo it.
Consolidation with AI
When it proposes delivery notes and lines by itself, and what to do with the proposal.
How the matching works
The matching criteria, how much to trust each, and what to do with lines that match nothing.
Viewing the original delivery note
Looking at the source document without leaving the consolidation.
When it does not add up
Recording differences to take up with the supplier, and how they are cleared.