Two/Three -Way Match with Auto Receiving – Invoice Capture Overview
📘 Invoice Capture Overview
The Microix Invoice Capture feature streamlines the process of converting vendor invoices into Microix payment requests by leveraging AI-powered OCR technology. The system automatically extracts key invoice data such as vendor, invoice number, date, and line details.
When an invoice references an existing in-process Purchase Order (PO), Microix will automatically:
Link the invoice to the corresponding PO.
Match the invoice lines to PO lines based on quantity and price. If no lines can be matched, the user can manually match after the OCR process is completed.
💡 This automated process is designed to speed up data entry while maintaining accuracy. However, users must review the results to ensure proper matching before submitting invoices for approval.
⚙️ Auto Linking and User Review
If the invoice references a valid Microix Purchase Order, the system will:
Identify the PO during OCR processing.
Auto-link the invoice to the PO header.
Auto-match each invoice line to the corresponding PO line (via the POLink column).
Users should always review the automatic linking results.
If a line is incorrectly linked, you can remove or reassign it to the correct PO line.
This ensures that quantities, unit prices, and totals align with the purchase record.
📦 Auto Receiving and Match Settings
When the Purchase Order has not been received, Microix can automatically create a receiving entry if the system is configured for a Two-Way Match.
Two-Way Match: The system matches the PO to the Invoice only (no receiving required).
The system will generate a receiving entry automatically when processing the invoice.
To Prevent Auto Receiving
If you prefer to manually confirm receipt of goods before invoice matching:
Go to Global Setting 43 (Receiving Required).
Change the setting to required.
A Three-Way Match ensures that no matching or auto receiving occurs until a Purchase Order is marked as received.
🧠 Best Practice Note
When using the Invoice Capture AI, ensure the Microix Purchase Order number is clearly visible on the invoice.
If missing, you can manually select the PO from the list and link the lines manually.
💡 Tip: If you write the PO number on the invoice before scanning, the AI Capture feature can usually recognize it automatically during the OCR process.
🪄 Invoice Capture Process
Navigate to Invoice Capture from the Navigation Toolbar.
Upload the invoice by dragging and dropping it into the upload area or browsing your file system.
- Wait for the OCR process to complete. The system will automatically recognize and populate key fields.
Review the extracted data in the corresponding fields.
If a valid Microix Purchase Order number was detected, it will prefill automatically.
The system will then attempt to auto-link the invoice lines to the matching PO lines via the POLink column.
If incorrect, users can remove or reassign the link to the correct PO line.
Repeat the process for additional invoices, as needed.
When ready to create the Microix Payment Request, click the Process button.
📄 Processing Results
Invoices Not Linked to a PO:
The system will generate a standalone Microix Invoice.
It will appear in the My Document List of the logged-in user for review.
The user can code the expense line (if a distribution code was not used) and submit it for approval.
Invoices Linked to a PO:
The system will generate a Microix Partial/Full Pay Invoice.
It will be routed to the approval level where the Purchase Order currently resides, typically the Accounting level for review before transferring to MIP for payment.
If desired, Global Setting 124 can be configured to route partial pay invoices to a different approval level instead of the PO’s default level.
⚠️ Important Reminders before Processing
Always verify the auto-linking results before submission to avoid incorrect invoice-to-PO matches.
Vendor ID is required to match with the original purchase order unless the original purchase order vendor is "Unassigned". If AI Capture feature selected the wrong vendor ID, you must correct it before processing the document.
Ensure all invoices scanned by AI Capture include a clearly visible PO number to improve accuracy and efficiency.
- Microix Support does not provide assistance for setup or training. For setup or training services, please contact sales@microix.net for a quote.
When viewing receiving data from a partial pay document, the system displays the original purchase order details, including all line items and their associated invoices.