Enter Matched Supplier Invoices

Explanation

Use this activity to match a supplier Bill of Exchange with supplier debit and credit invoices. If the Bill 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 Bill 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.

A Bill of Exchange in one currency can be matched with invoices in other currencies as long as all currencies are EMU currencies, i.e. you can enter a Bill in EUR and match it with invoices in DEM or FRF, or vice versa. You can also enter a payment in DEM of invoices in FRF.

Prerequisites

This activity requires that you have registered Bill of Exchange information in the Supplier Bills of Exchange window.

System Effects

This entry does not cause any system effects until the supplier Bill is saved. Then all matched invoices are paid, and an Open Supplier Bill of Exchange ledger item is created with the full Bill of Exchange amount. If the Bill of Exchange is not fully matched, the remaining part will create a new Payment on Account or Payment in Advance with the unmatched amount. A voucher will be created in the hold table in IFS Accounting Rules.

Window

Supplier Bills of Exchange

Related Window Descriptions

Supplier Bill of Exchange
Matching

Procedure

To match the bill with supplier invoices:

  1. In the Supplier Bills Of Exchange window, right-click and click Match/View Invoices to open the Matching dialog box.
  2. Click New in the Matching dialog box.
  3. 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. 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.
  4. 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 No fields. You can also click Sel.Batch and select the relevant parked payments from the Select Batch of Invoices dialog box.
  5. Select the New Item? check box if you want to match the Bill of Exchange 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.
  6. 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.
  7. Select the Print Diff Notice check box if you want a printout of the difference notice to send to the supplier.
  8. 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.
  9. Enter text in the Text field and prepost the new ledger item in the code part fields if required.
  10. Click OK to save the information and return to the Supplier Bills of Exchange window.