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Match a preliminary invoice with price differences

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The following describes how to manually match invoices that have price differences. This can occur, e.g., if the supplier has decided to lower the price since the purchase order was entered, thus creating a price difference.

  1. Follow steps 1-4 in Match a preliminary invoice.
  2. You remain on the A/P invoice matching panel which displays the total document amount and the total selected amount which are the original amounts on the preliminary invoice. Also, the amount calculated in Selected amount after selection is the original amount. Click Maintain to change the price for the ordered item.
  3. You access A/P invoice matching, Goods reception transaction maintenance showing purchase order information. In the lower part of the panel you can see the entry fields. Information from the purchase orders are defaulted into these fields, but you can override them (except Currency and Prc unit qty). Click Additional info to view additional information for the order that you are matching.

    4. Some calculation rules apply for the maintenance of the entry fields:

    • You enter a price (and discount) and let the system calculate the invoiced amount or enter the invoiced amount (and discount) and let the system calculate the price. Price differences can be both negative and positive.
    • You enter a discount amount (per unit) or a discount percentage (or both a line and order discount percentage).
    • Invoiced quantity may not be greater than used quantity. Quantity differences can only be positive.

    The order lines that you have used for matching will be held until the batch is closed. No other user may use the same order line for matching even if a remaining quantity exists.

    Price
    Enter the new price.

    Click OK.

  4. On the A/P invoice matching panel, click Update. You can proceed to the next invoice, or exit the routine.

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