Matching invoice

This page allows you to match an invoice that has failed the automatic matching. You can also match invoices for which a force match has also failed. The invoice amount and quantity is matched with the goods receipt amount and quantity and the order amount and quantity. The system matches the invoice based on the percentage of tolerance that has been set for automatic matching or force matching of the invoice, which are specified in the “Set Function Defaults” activity of the business component. If the matching is successful the system updates the matching status of the invoice as “Matched” and if the matching fails the system updates the status of the invoice as “Force Matched Failed”. The system also calculates and stores the percentage of positive or negative variance used to match the invoice.

Select the “Match Invoice” link provided in the “Select Invoice” page.

The “Match Invoice” page appears.

The system displays the following:

Invoice #	The number identifying the invoice.
Invoice Date	The date on which the invoice was created.
Status	The status of the invoice. It could be “Auto Match Failed” or “Force Match Failed”. Auto Match Failed – indicates that the automatic matching of the invoice as per the matching type set in the order has failed, even after considering the percentage of auto match tolerance. Force Match Failed – indicates that the matching of the invoice, order and goods receipt has failed even after considering the percentage of force match tolerance.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Finance Book	The code identifying the finance book in which the invoice details have been posted.
Currency	The code identifying the currency in which the invoice has been created.
Exchange Rate	The exchange rate of the invoice currency with respect to the base currency of the company if they are different.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised.
Total Proposed Amount	The total amount proposed.
Total Invoice Amount	The total amount invoiced.
Total Unmatched Amount	The amount that has not been matched with the order and goods receipt note.
Maximum Variance (%)	The maximum percentage of the invoice amount that has not been matched.
Force Match Tolerance (%)	The percentage of the invoice amount till which the invoice amount can be force matched.

The system displays the following in the “Part/T/C/D Information” multiline:

Order #	The number identifying the order.
Receipt #	The number identifying the goods receipt note.
Part/T/C/D	Indicates whether a “Part”, “Tax”, “Charge” or “Discount” is available in the line.
Part/T/C/D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.
Description	The description of the part, taxes, charge or discount.
Invoice Quantity	The number of units of the part invoiced.
Invoice Rate	The unit rate of the part that has been invoiced.
Amount	The amount invoiced for the part.
Proposed Quantity	The number of units of the item that has been proposed for invoicing.
Proposed Rate	The unit rate of the part that has been proposed for invoicing.
Proposed Amount	The amount proposed for invoicing.
Variance Amount	A flat amount till which the actual amount can vary from the budget .
Variance %	The percentage the actual amount can vary from the budget.
Remarks	Any comments or observations regarding the invoice.
Tolerance Failure	The system displays one of the following values based on the condition failed in Auto match option. Rate Variance-Percentage Value Variance-Percentage Rate Variance-Percentage & Value Variance-Value Value Variance-Percentage & Value Variance-Value Value Variance-Value
Buyer	The name of the employee, who is the designated buyer for the order documents.

Enter the following field:

Matching Remarks

The value provided by the user.

Enter the following fields in the “Variance Information” group box:

Variance Accounting

Use the drop-down list box to specify the type of account to which the variance amount is to be accounted. The system lists the following options:

Expense Off – Specify this option if the variance amount is to be accounted to the “Expense Off” account.
Supplier Receivable – Specify this option if the variance amount is to be accounted to the “Supplier Receivable” account.

Ensure that this field is not left blank.

The system leaves this field blank by default.

Hold Invoice for Payment

Use the drop-down list box to specify whether the invoice must be held for payment. You can select from “Yes” and “No”.

When the ‘Variance Accounting’ field is selected as 'Supplier Receivable', the system updates the ‘Hold Invoice for Payment’ field on click of “Match Invoice” based on the process parameter “Default option for Hold Pay in Match Invoice for Variance Accounting: Supplier Receivable” set in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component as following:

If the process parameter is set as ‘0’, then the system updates the field as 'Yes', if the field is left blank (not selected by the user). If the Hold Pay Value is selected as 'Yes' then the system saves the invoice with ‘Yes’ as Hold Pay value and if the Hold Pay option is selected as 'No' the system validates to select the hold pay value as ‘Yes’.
If the process parameter is set as ‘1’, then the system updates the field as 'Yes', if the field is left blank (not selected by the user). If the Hold Pay Value is selected as 'No' or 'Yes' then the system saves the invoice with the selected Hold Pay value.
If the process parameter is set as ‘2’, then the system updates the Hold Pay Value as 'No' or 'Yes' as selected by the user. If the Hold Pay option is blank, then the system validates to select the same.

When the ‘Variance Accounting’ field is selected as ‘Expense Off’, the system updates the ‘Hold Invoice for Payment’ field on click of “Match Invoice” based on the process parameter “Default Hold Pay in Match Invoice for Variance Accounting: Expense off” set in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component as following:

If the process parameter is set as ‘0’, then the system updates the field as 'No', if the field is left blank (not selected by the user). If the Hold Pay Value is selected as 'No' then the system saves the invoice with ‘No’ as Hold Pay value and if the Hold Pay option is selected as 'Yes' the system validates to select the hold pay value as ‘No’.
If the process parameter is set as ‘1’, then the system updates the field as 'No', if the field is left blank (not selected by the user). If the Hold Pay Value is selected as 'No' or 'Yes' then the system saves the invoice with the selected Hold Pay value.
If the process parameter is set as ‘2’, then the system updates the Hold Pay Value as 'No' or 'Yes' as selected by the user. If the Hold Pay option is blank, then the system validates to select the same.
Enter the following field:

Remarks

Any textual description regarding the variance.

Click the “Match Invoice” pushbutton to force match the invoice.

The system performs the following:

Updates the status of the invoice as “Fully Adjusted” or “Partly Adjusted” on auto adjustment of the invoice.
Creates a Single Currency Adjustment in Authorized status in the “Supplier Balance Adjustment” business component as follows:

1. Adjusts the invoice with prepayment vouchers if the following conditions are true:

a. The option 'Basis for Auto Adjustment' in the “Set Function Defaults” activity of the current business component is set as "Order Specific Open Prepayments" .

b. The option “Default Auto Adjust in Maintain Invoice with” in the “Set Function Defaults” activity of the current business component is set as "Yes" for the invoice

c. For the order documents, Prepayment Vouchers exists in invoice currency in “Paid” status.

Creates a Single Currency Adjustment in Authorized status in the “Supplier Balance Adjustment” business component as follows:

2. Adjusts the invoice with Debit Documents if the following conditions are true:

a. The option 'Basis for Auto Adjustment' in the “Set Function Defaults” activity of the current business component is set as "All Open Debit Docs." .

b. The option “Default Auto Adjust in Maintain Invoice with” in the “Set Function Defaults” activity of the current business component is set as "Yes" for the invoice

Note: For variance postings, if the parameter “Post Rate Variance” in the “Set Function Default” activity of the current business component is set as “Direct Expense Heads” then the system retrieves the respective account code applicable for the Entity.

The system force matches the invoices as per the force match tolerance set. For force matching to be successful, the unmatched % of the invoice should be within the force match tolerance. The system updates the matching status of the invoice as “Matched” if the forced matching is successful. The system updates the matching status of the invoice as “Force Match Failed” if the forced matching is unsuccessful.

If force matching is successful and the part type is “Part”, the system updates the quantity invoiced till date as the selected invoice quantity and matched quantity as proposed quantity for every line number in the invoice.

If force matching is successful, the system updates the part billed amount as the sum of the amount invoiced till date and the selected invoice amount for every line number in the invoice.

If force matching is successful, the system updates the matched amount till date as the sum of the amount matched till date and the proposed amount of the selected invoice.

If the force matching fails the system also calculates the maximum variance % and stores it along with the invoice details.

The system displays an error message, if taxable amount is not equal to Invoice amount for the invoice line #, when the option ‘Allow Modification of Taxable Amount for Order Level Tax?’ or ‘Allow Modification of Taxable Amount for Invoice Level TCDs?’ is modified as “No” in the “Set Function Defaults” page.

The system also updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

Invoice Status Updation

The system updates the invoice status as “Held Authorized” if the invoice is in matched status and if the “Hold Invoice for Payment” drop-down list box is set as “Yes” in current business component.

The system updates the invoice status as “Authorized” if the invoice is in matched status and if the “Hold Invoice for Payment” drop-down list box is set as “No” in current business component.

To proceed, carry out the following

Select the “View Invoice” link at the bottom of the page to view the details of the invoice
Select the “Attach Notes” link at the bottom of the page to add observations or comments regarding the invoice.
Select the “View Purchase Order” link at the bottom of the page to view purchase order information.
Select the “View Repair Order” link at the bottom of the page to view repair order information.
Select the “View Loan Order” link at the bottom of the page to view loan order information.
Select the "Create Adjustment” link to access the “Create Multi Currency Adjustment” activity to reconcile the unadjusted open debit documents for the supplier.

The system displays the following:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.