Sometimes automatic matching and the advanced rules are not enough. In those cases you can link invoices yourself, undo a link that was made wrongly, or mark original invoices that a supplier has amended. Linked invoices move to Mixed Invoices and are then reconciled again automatically, so they end up in Match, Value Mismatch or Invoice Mismatch.

Use the right tool for the situation:

• Force Link when a difference in tax on a Value Mismatch invoice is explained by a credit note or debit note.
• Multi Linkage when an IMS Only invoice should be linked to one or more purchase invoices that were not matched automatically.
• Delink when invoices were linked wrongly and need to be separated again.
• Mark Amended when the original of an amended invoice is still sitting in IMS Only.

Force Link a Value Mismatch invoice

Use this when a tax difference is explained by a credit note or debit note. For example, your register shows more tax than the supplier reported, because the supplier issued a credit note for part of the invoice.

1. In the Value Mismatch category, select one invoice and choose Force Link. If you select more than one, you see “Please select only one invoice to initiate Force Link”.
2. The system works out the difference as your tax amount minus the supplier’s tax amount. If the difference is positive, it searches for debit notes and regular invoices in the supplier’s data, and for credit notes in yours. If it is negative, it searches the opposite way. It searches by GSTIN, Counterparty GSTIN, Document Financial Year and the exact difference amount.
3. Select the documents to link. One-to-many, many-to-one and many-to-many links are all supported.
4. Select Review Selection and Force Link, check the final view, and submit.

Multi Linkage for open IMS invoices

Use this to link IMS Only invoices to purchase invoices that were not matched automatically, including invoices in other sections. It stops invoices from staying in the open category and keeps your ITC claims accurate.

1. Select the IMS Only invoices and open Multi Linkage. All the invoices you select must have the same Counterparty GSTIN and the same Taxpayer GSTIN.
2. Set Criteria. Choose how invoice numbers are compared (Exact, Fuzzy or None), how the Counterparty GSTIN is compared (Exact, or PAN to search across the whole PAN), the Section, and optionally Apply Tolerance. With tolerance on, the screen shows the Net-Off Value of the IMS invoices you selected, and the search returns purchase invoices whose tax amount is within plus or minus your tolerance of it. Fuzzy treats – and / as the same and finds purchase invoice numbers that contain the IMS number. PAN compares only the PAN part of the GSTIN.
3. Select Submit. If you see “Multi Linkage data fetch is in progress”, use Check Latest Status to see when it is ready.
4. In Select Purchase Invoice(s), choose the invoices to link. You can filter by Reference Number, From and To Date, Purchaser Return Period, Plant Code, Reason for 8A Ineligible and Invoice No. Enter invoice numbers without commas.
5. Select Review Selection and Force Link, and then submit.

Delink wrongly linked invoices

If invoices were linked by mistake, select them and choose Delink. They move back to Purchaser Only and IMS Only, and you can reconcile or link them again. While the delink runs, the table shows “Delink invoices is in progress”. You can download a record of your delinks from Logs > De Link History.

Mark Amended (original invoices)

Sometimes a supplier amends an invoice under a different GSTIN in your group. The original invoice then stays in IMS Only on the wrong GSTIN, and nothing can match it. Select the original invoice and choose Amended to move it to Original SO Amended, so that it is ignored from then on. You see “Marked IMS ONLY amended invoice successfully” when it is done.