Prerequisites
Purchase requests are available from 19 May 2026 from the Plus package onwards.
The purchase request has the status Approved.
You have access to the invoice in Candis (e.g. as a reviewer, approver, accountant, or administrator).
Automatic suggestions when reviewing an invoice
When you open an invoice in Candis, Candis automatically shows you a matching purchase request – provided a match is found.
Candis uses the following criteria:
Match on contact name
Proximity of dates between the invoice's delivery date and the expected delivery date of the purchase request
Comparison of amounts
Match on purchase order numbers
Match on cost centre or cost object, if present on the invoice
If multiple purchase requests are potential matches, Candis additionally analyses using AI:
Title of the purchase request
Descriptions and notes
Invoice line items
This allows Candis to identify connections even when the wording on the invoice and the purchase request differs.
Candis shows you the following details of the purchase request in the suggestion:
Title
Supplier
Purchase order number
Amount
Delivery date
cost centre and cost object
So you can directly check whether the purchase request matches the invoice, whether the invoice corresponds to the approved amount, and which cost centre is assigned.
Linking a purchase request to an invoice
Option 1: Accept the automatic suggestion
Open the invoice in Candis.
Candis shows you a purchase request as a suggestion.
Check whether the suggestion matches the invoice.
Click Link to connect the purchase request to the invoice.
Option 2: Link manually
If no automatic suggestion is shown, or if you want to select a different purchase request:
Open the invoice in Candis.
Switch to the Relationship table in the left panel.
Open the Purchase Requests tab.
Search for the matching purchase request using the filter and sort functions.
Click Link.
Option 3: Dismiss the suggestion
If the suggestion shown does not belong to the invoice:
Open the invoice in Candis.
Click Dismiss in the suggestion area.
Note: The dismissal only applies to you and only for this invoice. Other users will continue to see the suggestion.
What happens after linking?
After linking an invoice to a purchase request, two things happen automatically:
1. Transfer of invoice coding data
Candis transfers the invoice coding data stored in the purchase request to the invoice – provided the invoice is still editable. All of the following fields are transferred if they are available in the purchase request:
Cost centre
Cost object
General ledger account
Additional cost dimension
Note: Candis overwrites any accounting fields already extracted or suggested on the invoice. After linking, check that the transferred values are correct.
2. Automatic status update of the purchase request
Candis updates the status of the purchase request based on the invoice amount:
If the invoice amount is within approximately 10% of the purchase request amount or above, Candis sets the status to Fulfilled.
If the invoice amount is more than approximately 10% below the purchase request amount, Candis sets the status to Partially fulfilled.
Note: Once you have manually set the status of a purchase request to Partially fulfilled or Fulfilled, Candis will no longer overwrite this status automatically – even if further invoices are linked.
You can manually adjust the status at any time if the automatic evaluation does not match your assessment.
Remaining amount for partially fulfilled purchase requests
If a purchase request has the status Partially fulfilled, Candis displays the open remaining amount:
Remaining amount = Net amount of the purchase request (minus) Sum of linked invoices
If the linked invoices exceed the purchase request amount, Candis displays 0 as the remaining amount. The remaining amount is only calculated in the original currency of the purchase request.
Removing a link
You can remove a link between an invoice and a purchase request directly in either of the two documents – in the invoice or in the purchase request itself:
Open the invoice or the purchase request in Candis.
Find the linked purchase request or invoice in the left panel.
Remove the link using the corresponding option.
Note: If you remove all linked invoices from a purchase request, the status automatically reverts to Approved – unless the status was previously set manually.
Example
An accountant opens an incoming invoice from the supplier Druckerei Müller GmbH for €1,150. Candis immediately suggests the matching purchase request for €1,200. She reviews the title, amount, and delivery date, and links the invoice. Candis automatically transfers cost centre Marketing and the general ledger account to the invoice, and sets the status of the purchase request to Fulfilled, as the invoice amount is within the 10% tolerance.