Handling freight amounts when matching to a purchase order

• 15/10/2025
• 6 minutes to read

When matching a purchase invoice to a purchase order in Continia Document Capture, it's possible to capture a freight amount from the document that is not in the original purchase order – so the total invoice amount can be paid. This is supported in two ways:

• If matching and updating the purchase order, Document Capture can add a freight line to the purchase order without having to reopen and reapprove the purchase order.
• If matching the order and creating the invoice, the freight charge isn't added to the purchase order – but it can be added as a line on the registered purchase invoice.

To configure the freight amount

If you've just added the Freight Amount field to the desired template, the field is configured by default – allowing for the remaining part of this article. If the Freight Amount was already present in your template:

1. Search () for and select Document Categories.
2. Click the code of the relevant document category – in this case PURCHASE – to open the document journal.
3. Open the desired document by clicking its number under the No. column.
4. On the document card, click the three dots (...) by the Freight Amount field to open the template field card.
5. Under the Purchase FastTab, set the Transfer Amount to Document field to Always.
6. If the freight amount is included in the amount excluding. VAT, set the Subtract from Amount Field (On Registration) field to AMOUNTEXCLVAT. Otherwise, make sure the Subtract from Amount Field (On Registration) field is empty.

To capture the freight amount

After training Document Capture to locate the freight amount in the template:

1. On the document card, click Template > Accounts for Amounts on the action bar.

2. Set the Account Type of your Freight Amount field to either G/L Account or Item.

3. Configure the Account No. accordingly.

4. On the action bar, click Template > Template Card.

5. Configure the following settings:

   • Invoice Reg. Step 1 - set it to Match & Update Order or Match Order & Create Invoice. If you select Match Order & Create Invoice, enable Copy Matched Header Dimensions.

   • Invoice Reg. Step 2 - set it to Release.

   • Autorun Perform Match - set it to enabled.

   • Match Invoice - set it to either Receipt Only or Order Only.

6. Optional: to match on the line level, set the Match Order No., Match Item No., Match Quantity, and Match Unit Cost fields to Yes - always.

7. On the action bar, click Home > Recognize Fields. If there are no errors to address, click Register.

If using Match & Update Order

If you set Match & Update Order as Invoice Reg. Step 1, the quantity to invoice is updated on the purchase order and an extra line for the freight is added to the order.

• If you created an item charge line, assign it, post the receipt for the item charge, and post the invoice quantities for the purchase order.
• If you created a G/L line, post the receipt for the G/L line and then post the invoice quantities for the purchase order.

If using Match Order & Create Invoice

If you set Match Order & Create Invoice as Invoice Reg. Step 1, you should see the matched lines from the receipt and an extra line for the freight on the invoice.

• If you created an item charge line, assign it and then post the invoice.
• If you created a G/L line, post the invoice.