Match with Supplier Invoices Cash Box

Explanation

This activity is used to match a supplier payment transaction with supplier debit and credit invoices. If the payment transaction is not completely matched, the remaining part is stored as a Payment on Account, given that a supplier is specified. You can also add a new item, i.e. a difference item that can either be positive or negative, to balance the matching.

When matching the payment 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. 

It is allowed to  match invoices even when the currencies of the matched invoices/installments are outside EMU currencies. For example, you can enter a payment in EUR for invoices in USD or Swiss CHF, or vice versa, or even enter a payment in USD for invoices in Swiss CHF. When currency combinations are used it is possible to choose a calculation pattern by selecting a recalculation type. Recalculation patterns differ depending on the recalculation type as well as the field modified.

Prerequisites

This activity requires that you have registered payment information in the Header Details tab of the Cash Box window and that Enter Supplier Payment transaction type has been selected in the Transactions tab.

System Effects

There are no system effects..

Window

Cash Box

Related Window Descriptions

Cash Box
Matching
Cash Box/Transactions 

Procedure

To match with customer invoices:

  1. Select Enter Supplier Payment transaction type in the Transactions tab of the Cash Box window.
  2. Right click and click on the Match Payment option. The Matching dialog box appears.
  3. Click New. 
  4. If you want to enter an item for offset, enter the series and number in the Series ID and No fields. The information in the Identity field appears automatically. If only one open installment exists for the invoice, the value in the Installment ID field appears automatically. When either the system automatically displays the installment ID or you manually enter it, the system automatically populates subsequent fields. You can also select the items by clicking Sel Batch.
  5. If you want to enter a parked payment for offset, select the Parked Payment check box and continue as in step 4 by entering the item details or selecting the items using Sel Batch.
  6. If you want to enter a new difference item, select the New Item? check box. The system will automatically populate the Series ID field with the series used for difference items. 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. If the supplier is a one-time supplier, connect an existing invoice address ID. 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.
  7. 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 as a default.
  8. Select the Print Diff Notice check box if you want a printout of the difference notice to send to supplier.
  9. To enter interest and fine to the matching invoice or change the default values suggested, add values to Interest Amount field and Fine Amount field.
  10. Enter text in the Text field and pre-post the new ledger item in the code part fields if required.
  11. Modify the value displayed in the Authorizer ID field if required. If no value is displayed, enter an authorizer ID. The List of values can be used to select the required authorizer ID.
  12. Click Save to save the matching information. Click OK to close the dialog box.

To create a parked payment:

  1. Select the Enter Supplier Payment transaction in the Transactions tab of the Cash Box window.
  2. Leave the Identity field empty. Specify parked payment amount in the Amount field.