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  13. Match a preliminary invoice

Match a preliminary invoice

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The following describes how to match preliminary invoices that have no differences. See Match a final invoice for instructions on how to complete the matching when making the preliminary invoice final.

Prerequisites
Before you start the matching routine, make sure that purchase orders and preliminary A/P invoices have been created.

  1. Select the Work with A/P preliminary invoices matching menu item.
  2. On the Work with A/P invoice matching, Select preliminary invoices panel, select the applicable invoice and click Match.
  3. You access A/P invoice matching, Select goods reception transactions. The following two fields in the header apply:
    4. Prev matched amount
    Remain unmatched amt

    These two amounts are updated with each matching, and automatically reduce the remaining amount.

    Selection

    You can enter one or a combination of the fields on this panel to display a selection of order lines to match.

    Supplier
    This field is defaulted, but can be changed.

    Note: If you select a supplier number together with any other parameter on this panel, then the purchase order lines that correspond to the entered selection criteria will be automatically selected for matching. Click OK.

  4. You access A/P invoice matching which displays the purchase order lines that were retrieved for matching according to the selection criteria entered on the previous panel. You have the following options:
    • Click Shift info to toggle between showing different information for the selected lines.
    • Click Description seq/Order seq to toggle between showing the lines in description or order sequence.
    • Click Currency to toggle between showing the amounts on the order lines in:
      • Invoice currency
      • System currency
      • Purchase order currency

      The invoice, matched and remaining amounts in the header also shifts between currencies, but if order currency is selected, then the amounts will be shown in document currency.

    • By clicking Search additional lines you may search for additional order lines to be matched.

    Click OK to confirm the matching. Note: If no other selection criteria besides supplier number was made on the previous panel, then you first have to select the order line(s) that should be matched.

    The entire remaining quantity on the line will be matched and no differences will be posted. To select goods reception lines with terms of payment FOC (free of charge), use Search additional lines. This is because records with zero-amount are excluded from this panel.

  5. You remain on the A/P invoice matching panel which is now updated, showing that the order line has been selected for matching (Y in the S column).
    6. Amount
    In this column, the invoiced quantity multiplied by the invoiced price is displayed.

    If the amount is not the document amount on this panel, this means that there is a remaining amount to be matched at a later stage. The order was not complete and we are still waiting for a purchase order with the remaining amount. Click Update to match the invoice with the order line. The invoice is partly matched and will remain in the system awaiting the remaining purchase order amount.

  6. You access Work with A/P invoice matching, Select preliminary invoices where you can continue with matching of preliminary invoices. The invoice that was matched here has been marked with Y, in the M column, for matched. Exit the routine.

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