This article explains why invoices may remain in the “Waiting for Missing Goods Receipts” queue in Basware AP Automation, even though the related goods receipt (GR) are visible in the system.

Symptoms

• The invoice is stuck in the “Waiting for Missing Goods Receipts” queue.
• The corresponding purchase order (PO) and goods receipt are available in Basware.
• The invoice is not progressing automatically to matching or workflow.
• Manual matching does not trigger.

Cause

This situation typically occurs due to one or more of the following reasons:

• Timing or synchronization delay between Basware and the ERP (e.g., SAP, Oracle, etc.).
• The GR exists in the ERP but has not yet been fully transferred or acknowledged in Basware.
• Receipt not linked to the same PO line as the invoice.
• The GR was created for a different line item, quantity, or unit of measure than the one on the invoice.
• Invoice and GR mismatch on key data fields, such as:
• PO number format (spaces, prefixes, etc.)
• Unit of measure (e.g., “EA” vs. “Each”)
• Quantity difference (invoice quantity > received quantity)
• Currency or tax variance
• Multiple receipts exist, but the invoice matches a line that is still open or partially received.
• Basware document state not updated after GR import due to processing errors or pending background jobs.

Resolution:
Step 1: Verify Goods Receipt in ERP and Basware

• Open the purchase order in the ERP system (e.g., SAP → ME23N).
• Confirm that the GR is fully posted and matches the PO line(s) related to the invoice.
• In Basware Purchase, open the same PO and confirm that the GR appears under the Receipts tab.
• Check that the received quantity equals or exceeds the invoiced quantity.

Step 2: Check Matching Details in Basware

• Open the invoice in Basware AP Automation.
• Navigate to the Matching tab or Document Details view.
• Confirm that the PO and GR are associated with the same PO line and organization unit.
• If not, update or correct the mapping 

Step 3: Wait for Synchronization / Force Refresh

• If the GR was created recently (within the last few hours), the invoice may still be waiting for data synchronization between systems.
• Wait for the next ERP-to-Basware data transfer cycle (usually scheduled every 30–60 minutes).
• If urgent, contact Basware Support or IT Integration Team to confirm the GR import job status.

Step 4: Manual Match or Reprocess Invoice

• If the invoice still does not move automatically:
• Open the invoice in AP Automation.
• Use the Manual Match function to link the correct PO and receipt line.
• If unsuccessful, contact Basware Support.

Preventive Tips:

• Always ensure goods receipts are posted before submitting supplier invoices.
• Verify that receipts are created against the same PO line used by the supplier for invoicing.
• Avoid using free-text lines or changing PO line quantities after GR creation.