Match Supplier Invoice with Project Transactions

Explanation

This activity is used to match an invoice with project transactions manually. When matching project transactions with an invoice it can be done using an invoicing advice that has several project transactions, the contractor purchase part or match with the project transactions directly. Matching can be done from the invoice header as well as from the invoice lines. Depending on the invoice details, you may need to do the matching on the header level or line level.

When an invoicing advice is used for the matching, all the project transactions of the invoicing advice entered in the Inv. Advice Ref. field that have not been fully matched with an invoice, will be available for matching. If you need to match an invoice with transactions from more than one invoicing advice that has different information in the invoice line (e.g. tax), you can add an invoice line for each invoicing advice reference and then use the Match PO Receipts with Lines menu option.

If the project transactions to be matched are connected to purchase order lines with contractor purchase parts, the Part No field can be used to filter and match project transactions. It is possible to match the invoice amount both fully and partially. If you are doing a partial matching, it will be possible to match the remaining approved project transaction amount with other invoices. For more information on matching invoice related to a purchase order, refer the Match Supplier Invoice with Purchase Order process description. More information about the postings created is available in Posting Types and System Events - IFS Human Resources

Prerequisites

• A supplier should exist.
• Approved project transactions that are connected to contractor purchase order lines should exist.
• If an invoicing advice is used to match the transactions, the invoicing advice that has the transactions should be in the Approved status.

System Effects

• Postings for all matched transactions are created.

Window

Manual Supplier Invoice

Related Window Descriptions

Manual Supplier Invoice
Post from Purchase Order
Rental Transactions
Rental Transaction Invoice Details

Procedure

1. Open the Manual Supplier Invoice window.
2. Enter the purchase order number in the PO Reference field, or select it from the List of Values.
3. If you want to use an invoicing advice for the matching then enter the invoicing advice ID in the Inv. Advice Ref. field.
4. Enter the gross or net amount specified on the invoice. Alternatively, create a new record in the Line Information section. Enter tax code, gross or net amount and if available contractor part number or invoicing advice reference.
5. Right-click on the header, point to Purchasing and then click Match PO Receipts. The Post from Purchase Order window will open. All approved project transactions that are connected with the invoicing advice will be displayed in the window. It is possible to filter project transactions using the Match Source field.
6. Optionally, change the quantity, gross or net price etc on each order line.

Note: Before you can perform the matching, the value in the Remaining field must be zero. This means that the order lines that are matched correspond to the net amount on the invoice.

7. The matching can be performed for either individual or all order lines. If you choose to match individual order lines, select the Matched check box. If you choose to match all the lines, click Match All.