Match Types

Overview

When your invoices are processed, each item on the invoice is matched to items in your system's database. This matching can happen in a few ways:

• No Match: Sometimes, the system can't find a good match for an item. This might be because the item is new, misspelled, or there's not enough information.

• Suggested Match: In other cases, the system thinks it has found a likely match, but it wants you to confirm. You'll need to either "Accept" or "Reject" the suggested match.

• Auto-Match: If the system is very confident in a match, it will automatically match the item. This makes things faster and easier in the future when you see the same item again.

If an item isn't matched automatically, you can search for it manually.

How It Works

Match States

Once the tool is enabled for an invoice, the line items will fall into one of three match states: Auto-Match, Suggested Match, No Match. If the invoice contains missing or unmatched Item File items, it will include a warning flag on the item details page. This flag does not inhibit items from exporting, nor does it impede downstream workflows.

Legacy Interface

V3 Interface

No Match

Your line item will be allocated as “No Match”  if the matching tools lack sufficient context to confidently achieve a match. This could be due to an item substitution, poor data entry, or poor data hygiene in the Item File.

Legacy Interface

V3 Interface

Suggested Match

Your line item will be allocated “Suggested Match” if the system does not have sufficient confidence to auto-match the item, but has enough context to believe there is a probable match. The system will prompt you to “Accept” or “Reject” the match.

• If you select ACCEPT, the mapping will be saved for future use.
  
  

• If you select REJECT, the mapping is discarded. The user may add a new mapping manually.
  
  

• If no selection is made, the item will be considered unmatched at export.

Legacy Interface

V3 Interface

Auto-Match

When the system has over 90% confidence that an Item File item matches the line item, it will auto-match the item. These mappings are retained for future invoices with the same item.

On the Fly Updates

If an item shows NO MATCH, you can search for a match using the Item File Item search field. The search prioritizes matches from the same vendor, then opens up to all Item File entries. You can also assign Item File entries manually and save those mappings for future automation.

Legacy Interface

V3 Interface

Price Variance

For “Growth” plan users, Item Validation compares the cost from the Item File to the invoice line item price, highlighting any discrepancies at the line price and total level, as well as in the invoice header.

Legacy Interface

V3 Interface

Exporting “No Matches”: User “Created Matching Mode”

For “Starter” plan users, if an Item File match cannot be made for a line item, the invoice may still be exported. In these cases, Ottimate can be configured to create a new Item File entry using the unmatched line item’s information — this is called a user-created entry.

When the same item appears again, Ottimate will match it to this entry. If differences in name, SKU, pack size, or case details are detected, the user-created entry will take precedence during export.

Additional Information

For additional information on Item Validation click here.  

For further assistance, contact Ottimate Support by emailing Support@ottimate.com or clicking here.