The following describes the process of automatically matching supplier invoice lines to purchase order lines. Alternatively, you can manually match preliminary and final A/P invoices to purchase orders. This is described in About matching A/P invoices and purchase orders manually.
Note: This routine is also the base for the MDC automatic matching. See Set up MDC automatic matching for more information.
Prerequisites
These are detailed in Setting up automatic invoice matching.
Note: The A/P invoice automatic matching routine is linked to DC1 Distribution and, therefore, only applicable for purchase orders created within DC1.
The routine is initiated at three instances:
- Automatically, when invoices and invoice lines have been retrieved from the General interface files.
- Automatically, when a journal in error has been corrected.
- Manually, at any time, through the Automatic matching of A/P invoice lines menu item.
More information and details can be found in the following documents:
- Matching process overview
The steps that are included in the routine are briefly described in this document. - About different matching scenarios
This document describes the different scenarios that can occur during an automatic matching depending on how the routine has been set up and which options you have chosen.It also describes both the procedures that are automatically performed by the system when the matching was successful, and the manual interaction needed to complete the invoice matching as well as alternatives to correct any errors when the matching was unsuccessful.
Accounting
The G/L postings from the automatic matching routine are created automatically by accounting through transaction types as defined in DC1 Distribution.
The transaction types used in the automatic matching routine are:
| Price difference |
809 |
| Purchase |
810 |
| Exchange rate difference |
811 |
| Quantity difference |
812 |
| Invoiced purchases |
814 |
| Goods received, not yet invoiced |
930 |
| Return to supplier |
931 |
| Landed cost |
932 |
Note: In the manual matching, price differences are booked using transaction type 813. See About matching A/P invoices and purchase orders manually for more information.
Adjustment of rounding difference in system currency
If the total of the reversal of goods received not invoiced (GRNI) accruals ends up with a rounding difference in system currency compared to the amount of the invoice in system currency, then this rounding difference is adjusted using pseudo account XROUND. The adjustment takes place if no cost accountings exist for the invoice other than transaction types 930, 810 and 814 (VAT and control account excluded).
If pseudo account XROUND is not defined, which is done in the Pseudo account file, and if no manually entered transactions exist on the invoice, then the system will check in the following order which transaction type will be adjusted:
| Automatic matching | If a normal purchase order | If a project purchase order |
|---|---|---|
|
1. |
809 |
765 |
|
2. |
812 |
764 |
|
3. |
811 |
763 |
|
4. |
810 |
762 |
|
5. |
814 |
766 |
|
6. |
930 |
767 |
|
7. |
931 |
931 |
See Overview of accounting transactions during supplier invoice matching for more information about the accounting, which is partially controlled by the transaction types in DC1 Distribution.
Enquiries and printouts
- A/P invoice matching enquiry
- Goods reception transaction enquiry
- Purchase order matching enquiry
- A/P automatic matching validation enquiry.
In this enquiry program you can view rejected invoices as well as the reason they were not matched. - Print A/P inv automatic matching validation list.
The errors are available on this printed list. - Supplier inv matching reconc list printout.
You can print out supplier invoice matching reconciliation lists. This reconciliation list will reconcile what has been received with what has been invoiced. IRO transactions are not included in the list.
Related topics
- Retrieve financial transactions for automatic matching of A/P invoice lines
- Correct errors on automatically matched invoice lines
- Manually start the automatic matching of A/P invoice lines
- Matching statuses
- Matching process overview
- Setting up automatic invoice matching
- About different matching scenarios
- About matching A/P invoices and purchase orders manually
- Setting up DC1 Multi Distribution Centre
- Overview of accounting transactions during supplier invoice matching