Reconcile

Use Reconcile to compare extracted documents with other records before the next workflow step. Choose Compare records for general comparisons, Purchase invoice for invoice-to-PO line matching and proposed receiving and invoicing quantities, or Order confirmation for matching a vendor’s order confirmation to the purchase order it confirms. All three profiles use the same editor and result view.

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Configure reconciliation

Connect your source steps upstream of Reconcile, then click Configure reconciliation. Sources can be earlier steps in the same connected path; they do not need separate direct connections to Reconcile. If metadata is unavailable, keep your saved mappings and use Refresh fields when the connection becomes available. A missing sample field does not remove a declared schema field.

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Compare records

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Compare values and copy fields

Each comparison pairs a Field with Compare with. Choose a Comparison rule and whether a difference blocks the matching path or records a warning. Output names fill from the selected field; custom names remain available in the column details. Use Copy to output to include a field from either source or a configured value. Must have a value makes an empty required output visible as a problem. The editor offers rules compatible with the selected fields. A source change does not silently replace an existing rule.

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Match line items

Select the arrays and choose how to pair their rows: Require unique matches when duplicate identifiers must not select an arbitrary row. Add a comparison column for values you want checked after pairing: matching on a reduced identifier list does not itself compare omitted fields.

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Handle extra lines

Configure Only in [first source] and Only in [second source] separately. An unmatched line can need review, produce a warning, or be allowed. Extra-line rules can recognize rows such as comments or charges. Their action determines whether to include a row, flag it, or leave it out of the output. Check the action’s description before using an exclusion. Reordering rules changes which rule applies first.

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Purchase invoice

Use this profile for one positive vendor invoice matched to one purchase order. Map invoice and PO numbers as text to preserve leading zeros. Map the vendor, line identifiers, item, unit, invoice quantity, ordered quantity, previously received quantity, and previously invoiced quantity. Strong, unambiguous field matches fill empty mappings automatically. Use suggested mappings helps finish the remaining fields. Manual choices stay in place.

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Get the purchase order

Select an existing Business Central Lookup as the PO source. If the source is missing, map the invoice PO number and use Add purchase order lookup. Choose a connection for the company that owns the PO. The helper uses its configured company and environment. The added Lookup searches purchaseOrders by PO number, includes purchaseOrderLines, and enables Fail if not found and Require unique match. Only Found continues to Reconcile. The helper adds the Lookup to the canvas as soon as you click Add purchase order lookup.

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Recheck a previous match

Select Previous match under Invoice input when you need to check a matched or reviewed invoice against a current PO. Choose the earlier purchase Reconcile result, an approved Review result, or a compatible First Available result. Then choose Current purchase order. Reconcile keeps the invoice corrections and selected PO lines. It suggests the original invoice mappings and checks quantities against the current order. A removed or changed PO line creates a difference for Review; Reconcile does not silently choose another line with the same item number. No normalization script is needed. Use a fresh Lookup after a Review delay, when the PO may have changed. An immediate match does not require a second Lookup simply to use its result. Selecting a PO source in Reconcile does not itself refresh the accounting system. A recheck creates a new result. Prior approval does not approve new differences. The PO must belong to the same connection, company and environment. If an older result lacks the information needed to verify its source, rerun its Lookup and match before continuing.

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Choose receiving behavior

Receive and invoice is the default. Allow partial invoices is enabled, and unit price checks are optional. Which modes you can choose depends on the accounting connection behind the PO source. Business Central offers Receive and invoice and Use existing receipts; QuickBooks Online has no separate receiving step, so it offers Create bill against purchase order only. Choosing a mode the connection cannot perform blocks the match rather than proposing quantities it could never post. For example, a PO line ordered 10, received 6, and invoiced 4 has 6 left to invoice and 2 already received but not invoiced. An invoice for 5 proposes Invoice 5 / Receive 3. In existing-receipts mode, the available 2 is insufficient and requires correction or further receiving evidence. Repeated invoice rows allocated to one PO line are checked together. PO lines absent from a partial invoice remain in the proposal with zero receive and invoice quantities. Missing balances are not treated as zero, and different units require a supported conversion rather than a guessed match.

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Over-receipt allowance

Over-receipt allowance (%) is the one setting that lets a workflow receive more than was ordered. It defaults to 0, which caps every proposal at the quantity still on order.

• The percentage applies to the ordered quantity on the PO line, and earlier receipts count toward the limit. A line ordered 40 with a 15% allowance permits 46 received in total.
• Use existing receipts ignores the field. In Create bill against purchase order it is an over-billing allowance against the ordered quantity: QuickBooks has no receiving step and no code of its own to permit an excess, so this workflow setting is the only limit.
• In Receive and invoice, a line that actually goes over needs an Over-Receipt Code in Business Central that permits the excess too. The smaller of the two limits applies, and a line with no code refuses the post rather than receiving the excess.
• Quantity inside the allowance is genuinely received and invoiced, or billed where there is no receiving step. It is not a rounding tolerance, and it does not enlarge the purchase order.
• The line table shows the ordered and remaining quantities, and marks a permitted excess Within allowance.

An over-receipt that Business Central routes for approval, a blanket order line, or an unsupported line type is refused with an actionable message and has to be handled in Business Central.

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Receipt and price checks

Existing-receipts mode needs receipt data that identifies the PO and PO line, the received quantity, and how much has already been invoiced. A receipt row number alone does not establish that link. Confirm your connection provides these fields before enabling this mode. Enable Check unit prices to compare equivalent net unit prices in the same currency and unit. The default is exact within the configured price precision. Optional absolute or percentage tolerance is relative to the PO price. A zero PO price needs an explicit absolute tolerance rule. A vendor can bill one PO line on several invoice lines: a split delivery, separate batches, or a surcharge on part of the quantity. Reconcile adds those quantities together and matches them against the one PO line. When the lines bill at the same net unit price, nothing else is needed. When they bill at different prices and Post invoice prices is on, the shared PO line cannot post until a reviewer chooses the single price it posts at, because a purchase order line carries one price. The chosen price is still compared against the PO price at the configured tolerance, and against the invoice’s own net total, so a price that does not reproduce what the vendor billed stays blocked. Three-way matching checks the invoice against both the PO and independent receiving evidence. Use that description when receipt checks and PO price checks are enabled. Receiving quantities from the invoice itself does not independently confirm delivery.

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Resolve exceptions

For Receive and invoice and Create bill against purchase order, enable Review differences in Rules. Choose a reviewer, optional instructions and a reminder interval. Clean invoices continue automatically. Differences create a task in the existing Review inbox, without adding a separate Review node. After approval, Reconcile reads the current PO and checks the corrected invoice again. New differences create another review task; an earlier decision cannot approve changed quantities. Rejection stops the step. The same policy applies if the posting step detects a changed order. Managed review is available for both posting modes. Workflows that use independent receipts or custom branches retain the explicit Mismatch and Review route. Use one review approach for each Reconcile node. The result opens on Blocked. Switch to All lines to inspect every matched or unmatched row. Expand a row for its match reason, source values, ordered/received/invoiced balances, and proposed quantities. In a purchase Review task you can:

• Correct an extracted invoice value, with the original value available to restore.
• Choose the correct PO line from searchable candidates, including one another invoice line already uses.
• Choose the price a shared PO line posts at, from the prices billed or a value you enter.
• Inspect the recalculated quantities and remaining problems.
• Approve a resolved result, or reject the invoice.

Correcting a field or choosing a line recalculates the proposal. Approval cannot override an excess quantity, unknown unit, or unresolved line. Changing derived proposal totals does not change the quantities calculated from the invoice.

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Order confirmation

Match a vendor’s order confirmation to the purchase order it confirms and prepare an amendment: quantity reductions within tolerance, prices within tolerance, expected receipt dates and the vendor order number. The Business Central node’s Confirm Purchase Order operation applies it. Nothing is written until that node runs. Sources. Source A is the extracted confirmation, Source B is the purchase order from a Business Central Look up on purchaseOrders with purchaseOrderLines expanded. Choose the confirmation line collection and the purchase order line collection under Lines. Fields. Map each field to a path on its source. Line fields are relative to the chosen line collection. The purchase order side is mapped for you when you choose the lookup as Source B. Open Purchase order on the Data tab to inspect or change any mapping. Matching. Confirmation rows pair with purchase order lines on the identifiers you choose, with Same identifier or Try identifiers in order. Row position is not offered, and every confirmation row must pair with exactly one purchase order line. A row with no match, or two rows on the same line, goes to review. Rules. Checks a reviewer cannot override. A confirmed quantity above the ordered quantity, a confirmed quantity below what has already been received, a price change on a line with invoiced quantity, a unit mismatch and a currency mismatch always block. Approval cannot bypass them; correct the extracted value or keep the purchase order value instead. Output. The step output carries confirmation (the original confirmation), compared (values from your own Compare and Copy rules) and proposal: the purchase order id and version, readyToApply, changeCount, every purchase order line with its confirmed values and a decision per field (Unchanged, Apply, Keep or Review), the confirmation rows with their match evidence, and the list of issues. A confirmation that matches the purchase order exactly produces an empty amendment with changeCount 0; the Confirm Purchase Order node still runs and reports no changes applied. Routing. Turn on Review differences on the Review tab to open a review task only when a difference needs a person; clean confirmations continue automatically. See Order confirmation review for the reviewer’s actions. Without it, the Matched and Mismatch ports route the run as for Compare records.

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Route the result

Add Review for differences adds a Review node on the Mismatch path without changing the Matched path. Connect Approved to the continuation appropriate for your workflow. Purchasing must recheck current external balances before posting. An approval applies to the result that was reviewed; an unrelated earlier approval cannot authorize new discrepancies.

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Output

General comparison produces the configured document and line output fields. The result includes match status, blocking differences, warnings, row details, and output field information. Purchase matching also exposes the original invoice, compared output, and proposed quantities for each PO line. Use the Preview field list or downstream field picker to select these values without typing paths.

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