Enter Matched Supplier Invoices

Explanation

This activity is used to match a supplier check with supplier debit and credit invoices. If the check is not completely matched, the remaining part is stored as a payment in advance, payment on account or you can create a difference item.

When matching the check with invoices, discounts can be utilized, parts of invoices can be written off, and partial payments can be made. Invoices in other companies can also be matched as long as the supplier is defined in the other companies.

Prerequisites

This activity requires that you have registered supplier check information in the Supplier Check window.

System Effects

This entry does not cause any system effects until the supplier check is saved. Then all matched invoices are paid, and an open supplier check ledger item is created with the full check amount. If the check is not fully matched, the remaining part will create a payment in advance, a new payment on account or you can create a difference Item.

Window

Supplier Check

Related Window Descriptions

Supplier Check
Matching

Procedure

To match the check with supplier invoices:

  1. In the Supplier Check window, select the check you want to match with supplier invoices, right-click and click Match/View Invoices to open the Matching dialog box.
  2. Click New to create a new record. If you want to enter an item for offset, enter the series ID and number of the invoice/prepayment in the Series ID and Inv/Prepaym No fields. The information in the Identity field appears automatically. The correct value would automatically appear in the Installment ID field if only one open installment exists for the invoice. The rest of the fields will be automatically populated. You can also select the relevant items from the Select Batch of Invoices dialog box by clicking Sel Batch.
  3. If you want to enter a parked payment for offset, select the Parked Payment check box. Enter the series ID and the number of the relevant parked payment in the Series ID and Inv/PrePaym No fields. You can also click Sel Batch and select the relevant parked payments from the Select Batch of Invoices dialog box.
  4. Select the New Item? check box if you want to match the check with a new difference item. If the New Item check box is selected, you are required to enter a value in the Payment Terms field. Select an appropriate tax code for the Tax Code field depending on the tax regime of the company. You can modify the value entered in the New Item Invoice Type field if required. Modify  the value displayed in the Authorizer ID field if required, or enter a new value if the field is empty. The List of Values can be used to select an authorizer ID.
  5. Select the Print Diff Notice check box if you want a printout of the difference notice to send to the supplier.
  6. To write-off an amount, select a write-off code and enter the write-off amount. Select the Print Write-off Notice check box if you want to send a write-off notice, but the write-off code does not send a write-off notice by default.
  7. Enter text in the Text field and prepost the new ledger item in the code part fields if required.
  8. Click OK to save the information and return to the Supplier Check window.