The following describes how to set up the system to automatically match supplier invoice lines to purchase order lines.
Note: This routine is also the base for the MDC automatic matching. See Set up MDC automatic matching for more information.
More information and details can be found in the following documents:
- A/P invoice automatic matching – Flowchart
This document contains an illustration of the different system stages of both the manual and automatic invoice matching processes from a technical perspective. - Chapter A/P invoice automatic matching in the Technical references, accessible on the Iptor Intranet.
Prerequisites
The following must have been defined and completed.
| In the General Interface (GI) files: | |
|---|---|
| A/P batch invoice and invoice lines input file | The A/P invoices and invoice lines input files (SROLBA and SROLBAL) must have been loaded with data.
Optionally, the input files SROLBV (VAT transactions) and SROLBS (sundry supplier transactions) must also have been loaded, if applicable. |
In DC1 Financials: |
| A/P control file | Inv autom matching must be set to YES to allow automatic matching.
Note: Set also Inv manual matching to YES in order to be able to manually correct detected errors. |
| Interface type table | The interface type used for the retrieval of A/P invoices must be defined with a voucher type active for the BAPI routine (Update A/P batch invoices). |
| Voucher type table | The APAM routine (A/P invoice automatic matching) must be activated and valid for the selected voucher type.
The BAPI routine (Update A/P batch invoices) must be activated and valid for the selected voucher type. |
| Pseudo account file | The XGIT pseudo account (Goods-in-transit) must have been defined. Rejected final invoices can be manually matched or automatically matched by manually starting the Automatic matching of A/P invoice lines routine. This can only be carried out if the unmatched amount is booked on the XGIT account. | In DC1 Distribution: |
| Purchase order type table | The purchase order must have been defined with a purchase order type that updates the Goods reception transaction file (Add to rec trans is set to YES). The purchase order must have reached either status 42 (Ready for printing of quality control note) or 60 (All order lines on the order are ready). |
Options
The system provides certain options that can be fulfilled during the automatic matching.
| File/Table | Option |
|---|---|
| A/P control file | You can either let the system automatically promote preliminary invoices to final after a successful matching, or you can manually promote them at a later stage (Promote prel invoice = YES/NO). |
| Document type table | You can define which document type a preliminary invoice should automatically be given when made final (Preliminary invoice is set to YES and Final document type is completed).
Note: If a final document type has not been defined, the system will retrieve the system document type when the preliminary invoice is made final in this routine. |
| Tolerance limits table | You can apply tolerance limit rules either on a common level or define exceptions on certain suppliers, both on invoice and unit price level. |
| Pseudo account file | The XTOL pseudo account must have been defined if you apply tolerance limit rules. Unmatched amounts within the amount limit and/or percentage limit on invoice level are booked on this account. |
| VAT handling code table | The following VAT handling rules apply when the total invoice line amount is computed and validated in this routine.
|