Manually Match Purchase Order with Invoice

Explanation

This activity is used to manually match purchase order receipts,  charges or rental transactions with Posting Proposals. The expense postings connected to each order line, i.e., each part purchased, are automatically retrieved as individual posting lines on the Posting Proposals, when the matching is carried out. Invoice lines that contain no part or additional costs that are left unmatched by the automatic matching process. In order to match those lines, the Post from Purchase Order dialogue box must be used. If the corresponding purchase order line(s) is not received at the time the automatic matching takes place, it will be left unmatched and the Post from Purchase Order dialogue box can be used when the relevant purchase order lines are received.

The manual matching can be performed irrespective of whether the purchase order number is known to you or not.

Once you enter the purchase order number or the supplier ID for a new supplier invoice, all purchase order lines that have been received and have passed through quality control for receipt lines of this particular purchase order or supplier will be available to be matched with the invoice. It is possible to change the quantity, gross and net price, discount, additional cost and non-deductible tax amount for each purchased part according to the content of the invoice in the Post from Purchase Order dialog box. You can choose to match all order lines at once, or with just a selected number of order lines.

If the supplier uses matching level PO Header or PO Receipt, the posting lines created on the Posting Proposals are not connected specifically to individual invoice lines, but as cost postings for the total net amount. If the supplier's matching level is PO Line the posting lines created on the Posting Proposals is connected to a specific invoice line. Each received order line automatically generates one or more posting lines on the Posting Proposals with the help of posting control or Pre-Posting previously entered for an order line.

Prerequisites

In order to perform this activity the following prerequisites must be satisfied.

• The purchase order line must be received and subjected to quality control.
• If using transfer points to receive into inventory, the parts must have been placed into a stock location which is not arrival or quality management
• For supplier consignment stock, the parts must have been reported as consumed.
• For charges not connected to specific lines, immediately after the purchase order is released, the charges can be matched with a supplier invoice.
• For charges connected to a specific line, the order lines must have been received.
• The company should be set up to use Posting Proposals.
• To invoice rental lines, the rental transactions must have been generated.
•  For the PO matching dialog box to be populated automatically, the PO Ref has to be specified on the invoice and/or both or either of the PO Matching Parameters on the Company/Invoice/PO Matching tab should not be set to Match All.

System Effects

As a result of this activity, each received order line included in matching will automatically generate one or more posting lines on the Posting Proposals with the use of posting control or any defined Pre-Posting connected to order lines. If there is a price difference between the purchase order line and the Posting Proposals, a price difference posting will be created automatically.

If there is a non-deductible tax difference between the purchase order receipt and the supplier invoice, a non-deductible tax difference posting will be created automatically. All postings on the matched invoice are connected to individual invoice lines.

If a PO Ref is not specified on the invoice and the PO Matching Parameters on the Company/Invoice/PO Matching tab is set to Match All, then the matching dialog box will not be populated automatically. The user would be required to perform a query to retrieve records to the matching dialog box.

Window

Manual Supplier Invoice
Rental Transactions
Rental Transaction Invoice Details

Related Window Descriptions

Manual Supplier Invoice
Post from Purchase Order
Rental Transactions
Rental Transaction Invoice Details

Procedure

1. Open the Manual Supplier Invoice window and query for the invoice that you want to match with purchase order(s).
2. Right-click in the header of the Manual Supplier Invoice window and click Posting Proposals to open the Posting Proposal window.
3. Enter the number of the purchase order that you want to match the invoice with in the PO Ref field if required. The List of Values can be used to select the relevant purchase order.
4. If the matching level you have selected for the supplier in the Supplier/Invoice/General tab is PO Header or PO Receipt, right-click in the header of the Posting Proposal window and click Match PO Receipts to open the Post from Purchase Order dialog box. If the matching level selected is PO Line, you are required to right-click on an invoice line to open this dialog box.
5. If no purchase order reference is specified for the invoice in the Posting Proposal  window, query for the relevant part number so that all the purchase order lines of the given supplier that are received and checked for quality are displayed in the dialog box. If a purchase order reference in specified in the Posting Proposal  window, the purchase order lines of the supplier that are received and checked for quality will be automatically displayed in the dialog box.
6. Change the quantity, gross or net price, discount, tax amount, or additional cost for one or more order lines if required.
7. Optionally, for rental transactions, click Ungroup. If you have many rental transactions with the same rental number, price and mode, this will display all the rental transactions that had been grouped together. Optionally click Group to group all the transactions based on the said criteria.
8. The matching can be performed for either individual order lines or all order lines. If you choose to match individual order lines, select the Matched check box. If you choose to match all lines, click Match All. (Note: Before you can perform the matching, the value in the Remaining field must be zero. This means that the order lines that are matched correspond to the net amount on the invoice.)
9. Click OK to save the matching and close the dialog box.