1 DATASHEET | Oracle Retail Invoice Matching | Version 1.00

Copyright © 2020, Oracle and/or its affiliates

Oracle Retail

Invoice Matching

After planning, purchasing, and receiving merchandise, retailers must

ensure that vendors get accurate and timely payments for the products

received. With often extremely large volumes of purchase orders,

receipts and invoices, retailers need a configurable, automated solution

that allows them to manage by exception and quickly resolve any

discrepancies.

OVERVIEW

Automating invoice matching can have a significant impact to a retailer’s margin and

required headcount. Companies that successfully automate and streamline the

matching process focus on defining rules to identify the exceptions, use automation

paired with workflows to resolve the problem quickly, and send the invoice for

payment as soon as possible. Invoicing discrepancies and their inaccurate

information can affect inventory costs, reduce margins, impact manual work effort,

and negatively impact supplier relationships.

ORACLE RETAIL INVOICE MATCHING

Oracle Retail Invoice Matching provides retailers with a way to efficiently manage the

matching, reconciliation, and payment of supplier invoices. The configurable,

automated matching engine significantly minimizes the volume of invoices (and

corresponding headcount) required to perform a manual intervention, while policy-

based automated discrepancy resolution ensures discrepancies are automatically

applied or routed to the right people for resolution. Once the invoices are matched

(or resolved), they are posted with any corresponding documents to financials.

FEATURES OF ORACLE RETAIL INVOICE MATCHING

Role-Based. Persona-based dashboards provide the AP clerks with real-time

information they need to focus on the matching discrepancies in their queue.

Dashboards highlight what is in their workload today along with future days, giving a

quick view of their activities will be. Additionally, the clerks can see statistics on what

percentage of their invoices are auto-matching and how that number is trending.

Configurable Matching Parameters. Retailers can configure the matching

parameters to align with their company policies and/or supplier agreements.

Configurable matching strategies allow retailers to define which matching process to

run for a supplier and in which order to apply them. These strategies determine

which type of matching to execute during auto-matching: all to all, one to many, or

detail matching. When there is a discrepancy, invoice matching automatically

performs the actions defined to be taken in order to resolve the discrepancy.

Additionally, retailers can define the acceptable matching tolerances that help

improve match rates.

Key Benefits

 Increase productivity via

automation and workflow

 Improve supplier payment

cycles

 Ensure collection of trade

fund income via automatic

bill-backs through invoice

matching

 Flow non-merchandise third

party invoices through to

financials

 Facilitate globalization with

support for multiple sets of

books and supplier sites

Eliminating Complexity. The automated matching engine runs through

sophisticated logic in order to attempt to match invoices, purchase orders, and

receipts. In order to meet the varying invoice processing of suppliers, retailers have

the ability to define the level at which the matching occurs for a supplier – from a

single purchase order to matching across purchase orders or locations. Additionally,

matching can be done at the Style level instead of at the SKU level.

Fulfillment Anywhere. Customer orders fulfilled via drop ship (direct from

supplier) generate purchase orders in the merchandising system and are

subsequently processed through invoice matching where the quantities are

matched against the order shipment details at the selling location.

Automated Resolution Capability. When summary matching has failed and

detailed matching finds a cost or quantity difference, the solution automatically

takes action to resolve the discrepancy. Users can resolve discrepancies by selecting

from a set of defined reason codes to ensure consistency and facilitate analysis

across the company.

Depending on the supplier agreements, either a debit memo or a credit note

request will be generated if the supplier owes the retailer and the retailer wants to

make a claim. Debit reversals easily allow a user to convert a supplier disputed debit

memo into an editable credit memo, add comments, and route the issue to the

appropriate resource if necessary. Discrepancies can also be written off to a

particular general ledger account, split between two or more resolution codes, or re-

routed.

Complete, Seamless Integration. A seamless integration with Oracle

Merchandising and Trade Management provides complete visibility and automated

creation of charge-back documents for supplier deals, RTVs, and other non-

merchandise costs so that retailers ensure they collect the money owed to them.

Invoice matching also automatically creates invoices to support self-billing upon

receipt as well as for merchandise that is not owned by the retailer until it is sold.

Standard integration with Oracle Financials and PeopleSoft completes the overall

flow as invoices, debit memos, credit notes, and write off amounts are all mapped

to the proper financial transactions and posted accordingly.

Learn more or request a 1:1 demo.

Key Features

 Role-based dashboard

highlights exceptions

 Powerful, patented auto-

matching engine

 Pre-receipt matching,

summary, and detailed

matching

 Support for many invoices to

many receipts matching

 Automated discrepancy

resolution

 Configurable matching

strategies

 Style level matching

 EDI document entry

 Mass discrepancy resolution

 Invoice upload

 Flexible matching tolerances

 Franchise store invoicing

 Automatic credit note

matching

 Vendor drop ship

 Multiple tax (VAT)

reconciliation options

 Automatic creation of

collection/ payment

documents for deals, RTVs,

and consignment

 Integration to Oracle Retail

Merchandising and Trade

Management

 Integration to Oracle and

PeopleSoft Financials

CONNECT WITH US

Call +1.800.ORACLE1, visit oracle.com/retail or email oneretailvoice_ww@oracle.com.

Outside North America, find your local office at oracle.com/contact.

blogs.oracle.com/retail/ facebook.com/oracleretail twitter.com/oracleretail

Copyright © 2020, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only, and the contents hereof are subject to change

without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied

warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document, and no contractual

obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or

mechanical, for any purpose, without our prior written permission.

Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners

https://www.oracle.com/industries/retail/products/merchandise-management/invoice-matching/ https://www.oracle.com/ mailto:oneretailvoice_ww@oracle.com https://www.oracle.com/corporate/contact/ https://blogs.oracle.com/retail/ https://www.facebook.com/oracleretail/ https://twitter.com/OracleRetail