---
title: "Document matching (open-item)"
canonical: "https://wiki.soft1.eu/space/SS5EN/12059970/Document%20matching%20(open-item)"
format: markdown
---
The possibility of matching documents is available on Soft1 installations with the relevant module.

 

## General

Documents open-item is used to correlate debit - credit documents per trading party. It is a particularly important process as it affects both trading parties indexes and the results of various reports such as Unpaid documents, Balance aging, etc.

## Which documents can be matched

All documents resulting in the update of trading party balance (through transaction) and in their type, parameter "Claims" is set to value "Creation" or "Coverage".

Please note that parameter "Claims" is updated adequately each time the application selects a transaction in the type. For example, if in a sales document type there is selection of a customer transaction that updates "Debit", the application's default value in "Claims" parameter is "Creation".

![image](media://c4a89e1f-186e-4bc3-bd04-3e3b7e5aba0a)

 

All documents posted with a type value [Indifferent] shall not be available for matching and shall not participate in any financial result. As a consequence, none of the documents affecting trading parties values should have value indifferent in its type.

Attention! There is no job for the mass conversion of posted data, thus special attention must be paid during new types' configuration.

## Manual method (open-item)

After posting, each document that meets the above requirements is available for open-item. Clicking on indirect job [Open-item] displays the relevant window, where you can perform open-item for the trading party referenced in the header of the document.

If the trading party is within the document lines, then matching window is displayed by right clicking on the respective line.

![image](media://84e4ba43-8662-4181-bb34-a2726f65ad78)

 

### Documents open-item selected by the user

The upper part of the screen includes filters to limit the documents to be matched 

Note that the unpaid value and the date found on the left part of the grid refer to the values and dates arising from the payment terms of the document (See Payment terms and installments).

Using the picker in the "document" field displays the list of available (unmatched) documents of the trading party to be matched.

Selecting one, automatically fills in the open-item value.

During value completion, two cases are possible.

 

1. Unpaid value **>** Unpaid value of the document selected

In this case the default open-item value equals the unpaid value of the document selected

A line is added automatically, indicating as unpaid value the remaining value. Next to it, in field document you can select the next document, etc.

 

1. Unpaid value **<=** Unpaid value of the document selected

In this case the default open-item value equals the unpaid value of the document displayed.

In this, second case, the unpaid value of the document displayed is zeroed and thus open-item is completed (The document is no longer considered open).

 

The value applied automatically by the program in the Value column is the default one and you can modify it as you wish.

### FIFO Documents open-item 

Alternatively to the above method, you can select not to execute manual matching but use FIFO (First In First Out) method.

In this case and after you ensure that no matching was performed for the document (or in case there were any, they have been deleted) you can press the respective button "FIFO open-item" on the lower part of the screen, and the program shall undertake to run the above process automatically, starting from the oldest entry.

Again, the results are visible and you can affect them at will.

### Delete open-item

In documents in which open-item is already performed or in documents that you are in open-item process but you wish to delete the open-items and start again, you only need to press the relevant button at the bottom of the screen "Delete open-item" and all existing lines will be deleted providing you the ability to start over.

## Most common transaction jobs & open item   

1. **Automatic pay-off**

In case you post a pay-off document through the invoice (automatically or with question), then the application automatically creates their open-item. 

 

2.** Modify document**

Any modification to the value of open-item documents leads to the deletion of the open-item lines. The same applies during modification of the payment method.

 

3.** Delete document**

Document deletion leads to the respective deletion of the claim lines and open-item lines in which they participate.

 

4. **Issue credit**

The issue of credit document with conversion of the initial document does not create open-item lines with the initial document.

 

5. **Cancel by reversal**

The cancellation of a document by reversal does not create open-item lines with the initial document but the canceled document and its cancellation document are excluded from all related calculations and report results.

 

 

## Related jobs 

### Mass FIFO Open-item 

FIFO open-item job is available from version 311.495 and on. Running this job deletes **permanently and without restoration ability** all open-item lines from table FINPAYTERMS, based on the selected filters and up to the date defined in the job dialog, with the exception of the lines that resulted from the automatic open-item (through automatic pay-off) or from the job for the calculation of exchange differences. Then there is again creation of the debit-credit documents open-item per trading party using FIFO method.

The scope of the job is the mass FIFO open-item of the open documents in a module (customers, suppliers) or of a particular trading party.

The job filters are the following:

- Entity: select the entity for which to run the job (Suppliers / Customers / Debtors / Creditors)
- Trading party: Selection capability of a trading party from the existing file.  The selector depends on the previous field.

In case of selection, the job will only run for this trading party, while if left blank, the job will be run on all trading parties in the selected entity.

- To date: Specify the date up to which you will run the job.
- Delete Manual open-items too:
- "YES". The job will delete open-items for the trading party (or entity) that were executed with the method described in Manual open-items.
- "NO": The job will not affect open-items created with the Manual method on documents by the operators and shall be run for the unsettled values, as these appear at the time of execution
- Delete FiFo entries:
- "YES". The job will delete open items for the trading party (or entity) that were executed with the earlier execution of that job and shall include them again in FiFo open-item.
- "NO": The job will not affect open-items created with the prior executions of the job and shall be run for the unsettled values, as these appear at the time of execution
- Matching based on: Here you specify the mode of operation of FiFo method
- "Document date": The sorting date for searching older entries and thus of the first entries for open-item is the date of the document (field Trndate).
- "Date of payment terms- cheques": The sorting date for searching older entries and thus the first entries for open-item is considered to be the date resulting from the payment terms of the entries, while for cheques is their ending date and not the date of receipt / delivery thereof.

 

The open-item lines created when running the job, have value 3 in field INSMODE of FINPAYTERMS table. In detail, the values available for field INSMODE are:

1. For all manual open-item entries (created by the user)
2. For all automatic open-items (i.e. retail sales with pay-off)
3. For entries arising from running the job.

 

### Reupdate open-item 

Job reupdate is used to correct uncovered values (OPNTAMNT) of documents based on the posted open-items for a specific trading party.

 Like the other reupdate jobs, it must be used by specialized users of the application

 

### Job, service open-item

Technical job that executes corrective interventions in documents open-items (entries of FINPAYTERMS table).  Running this job deletes **permanently and without restoration ability** all open-item lines from table FINPAYTERMS, habing value [-2] in field PAYDEMANDMD, up to the date defined in the job dialog, with the exception of the lines that resulted from the automatic open-item (through automatic pay-off) or from the job for the calculation of exchange differences.

After running the job, all documents up to the date of the dialog shall appear as open (no open-item performed).

The specific technical job is not available in the menu, but it can be added by means of creating a new job - of [**batch job**] type and with command / file [**ServiceFinpayTerms].**