The Invoices - Matched report is a specialized dataset focused on "clean" or finalized transactions. Unlike the "Invoice - All" report, this version only includes invoices that have successfully passed the 3-way match (Invoice vs. Order vs. Receipt) and are moving toward final payment.
Purpose of the Report
This report is primarily used by Accounts Payable and Finance teams for:
- Final Payment Reconciliation: Confirming which invoices are officially ready for reimbursement.
- ERP Sync Verification: Auditing the data that has been (or is about to be) downloaded to your institutional financial system.
- Variance Audit: Reviewing the specific variances that were cleared to allow these invoices to reach a "Matched" state.
- Asset Management: Identifying serial numbers for items that have been successfully invoiced and received.
- Sample report: Unimarket Invoices-Matched Example
Best Practices
- Month-End Reconciliation: Use this report at the end of the month to match your "Downloaded" invoices against the "Vouchers" or "Payments", created in your ERP.
- Audit Spot Checks: Filter the report for any lines where Receiving Variance Force Matched is "True." These represent cases where the standard 3-way match failed, but an administrator manually intervened.
- Tax Verification: Review the Tax and Total columns to ensure that the amounts being sent to your ERP, for payment align with your institution's tax recovery policies.
Note: This report is grouped by line item and account code, so a single invoice number will appear multiple times if it contains several items or split distributions.
Report Logic and Scope
This report is highly filtered to ensure you only see actionable, finalized data.
- Inclusions: Only includes invoices where the current state is Invoice Accepted or Downloaded within the selected date range.
- Exclusions: This report automatically excludes all other states (e.g., Pending, Declined, Matching, or Void). If an invoice is still stuck in a variance approval workflow, it will not appear here.
Report Columns and Definitions
Product and Categorization
| Column Name | Description |
| Product Code / Description | Itemized details of the goods or services purchased. |
| Category Code / Name | UNSPSC or internal classification of the spend. |
| Serial Numbers | Any asset tracking numbers recorded during the process. |
Financials and Accounting
| Column Name | Description |
| Quantity / Unit Price | The specific volume and price per unit as invoiced. |
| Subtotal / Tax / Total | The complete financial breakdown of the matched line item. |
| Account Code | The General Ledger (GL) string where the expense is recorded. |
| Distribution % / Amount | Details on how the cost is split across multiple accounts. |
Ownership and Status
| Column Name | Description |
| Receiving State | Confirms if the item was Fully Received or if receiving was closed. |
| Buyer Name / Username | The person who initiated the original Purchase Order. |
| On Behalf Of | The person for whom the purchase was originally intended. |
Variance & Matching Audit Trail (Critical)
Even though these invoices are matched, they may have required an override or variance approval to reach this state.
| Column Name | Description |
| Order Variance Approved | Flag indicating if a price/quantity variance was approved. |
| Order Variance Username | The username of the person who approved the order variance. |
| Order Variance Date | The date the order variance was officially approved. |
| Receiving Variance Force Matched | Flag indicating if the invoice was matched despite receiving issues. |
| Receiving Variance Username | The administrator who authorized the force match. |
| Receiving Variance Date | The date the force match was authorized. |