Match Receipts Purchase Order per Line

Explanation

This activity is used to match purchase order receipts or rental transactions with a specific supplier invoice line. The expense postings connected to each order line, i.e., each part purchased or rented in, are automatically retrieved as individual posting lines connected to the invoice line when performing the matching. The matching functionality helps you control that only parts that actually have arrived or generated from rental transactions are matched and that the expense postings for these parts are always connected to individual invoice lines. It also prevents you from paying for the same parts twice or to pay for returned goods.

The matching can be performed whether you have knowledge of the purchase order number or not. When entering either the purchase order number or the supplier identity on the supplier invoice, you will have access to all purchase order lines that have been received and have passed through quality control for this particular purchase order or supplier and for which the rental transactions had been generated. In the matching dialog box, it is possible to change the quantity, gross and net price, discount, additional cost and invoiced non-deductible tax amount for each purchased part according to content of the invoice. You can choose to select all order lines at once or to select specific order lines when matching with an invoice line.

When performing this activity, each posting line created on the invoice is connected specifically to an individual invoice line. The Line ID Ref field in Invoice/Supplier Invoices/Manual Supplier Invoice, Posting Information section, will retrieve the (invoice) line identity automatically. Each received order line automatically generates one or more posting lines on the invoice with the help of posting control or by using Pre-Posting previously entered for an order line. After this activity has been performed, you will have the expense postings for each purchase part clearly specified per invoice line, in a similar way as the pre-postings are connected to individual purchase order lines.

Note: No number parts that are registered as miscellaneous parts in the MRO flow cannot be matched with any supplier invoice. The price of a no number part only indicates an estimation of the acquisition value.

Prerequisites

• The purchase order lines must be received and must go through quality control.
• For rental purchase order lines, the rental transactions must have been generated. You must either have started to register a new invoice or there must exist a previously entered invoice with at least one invoice line.
• For the PO matching dialog box to be populated automatically, the PO Ref has to be specified on the invoice and/or both or either of the PO Matching Parameters on the Company/Invoice/PO Matching tab should not be set to Match All.

System Effects

Each received order line included in the matching will automatically generate one or more posting lines on the invoice with the use of posting control or any defined Pre-Posting connected to the order lines. If there is a price difference between the purchase order line and the supplier invoice line, a price difference posting will be created automatically. If there is a non-deductible tax difference between the purchase order receipt and the supplier invoice, a non-deductible tax difference posting will be created automatically. All postings on the matched invoice are connected to individual invoice lines.

When the invoice is saved, a voucher is created with the final cost postings generated according to the information on each purchase order line. For the received order lines, the quantity of the purchased parts will be updated to the Invoiced Qty field. This can be viewed in the Receipts History window. When an invoice with matched order lines is canceled, the invoiced quantity of the received lines is reduced.

When matching invoice lines with received purchase order lines, a special check is made. If the purchase parts of the matched order lines are included in a supplier agreement using part step pricing, cumulative values for quantity and amount will be updated for the applicable period. If the matched purchase parts, or no-number parts, also belong to a supplier assortment included in a supplier agreement, cumulative value for the amount will be updated for the applicable period in the assortment step pricing. The current amount for the whole supplier agreement will also be updated in both cases.

Note: If any changes are done to the details of the purchased parts in the Match PO Receipts  per Line window, the supplier invoice posting status will be changed to AwaitAuth. This occurs even when the posting authorization of the company is set to Automatic Authorization and the invoice amount is within the tolerance levels.

If a PO Ref is not specified on the invoice and the PO Matching Parameters on the Company/Invoice/PO Matching tab is set to Match All, then the matching dialog box will not be populated automatically. The user would be required to perform a query to retrieve records to the matching dialog box.

When rental transactions are matched, the invoice details can be viewed in the Rental Transaction Invoice Details window and the Invoice Status field in the Rental Transactions window will be changed to Invoiced.

Window

Manual Supplier Invoice
Rental Transactions
Rental Transaction Invoice Details

Related Window Descriptions

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

Procedure

Using purchase order number

1. Select the Manual Supplier Invoice window and add a new record.
2. Enter the applicable purchase order number in the PO Reference field by manual entry or by using the List of Values.
3. Depending on the Amount Method selected in the Enterprise/Company/Tax Control/Invoice tab, enter invoice lines with the gross or net amount according to the invoice received from the supplier. It is also possible to create invoice lines based on unmatched purchase order receipts by right clicking the Line Information with Totals section and then clicking Copy Unmatched PO Receipts. Automatically created invoice lines are updated with Purchase Order Reference, Part No and quantity.
4. As an option, you can specify a reference purchase order number on each invoice line. It is only possible to enter a purchase order reference that is specified in the invoice header. This option could be used if you have several order references in the header and if you want to limit the received order lines displayed when performing the line matching.
5. Continue to the Post from Purchase Order window by selecting one invoice line, and you can either choose Match PO Receipts per Line on the Operations menu or with a right-click.
6. All purchase order lines that are received and checked for quality are displayed. Order lines, already selected for matching with another invoice line on the current invoice, are not displayed. On each displayed order line you can alter quantity, gross and net price, discount, and additional cost.
7. Optionally, for rental transactions, click Ungroup. If you have many rental transactions with the same rental number, price and mode, this will display all the rental transactions that had been grouped together. Optionally click Group to group all the transactions based on the said criteria.
8. Before you can perform a complete matching of the invoice line and the applicable order lines, the value in the Remaining field must equal zero (0). This means that the order lines matched correspond to the net amount entered on the invoice line.
9. The order lines selected for matching can either be executed line by line or all lines at once. If you choose the first option, select the Matched check box.
10. Continue with steps 4 to 8 until all lines of the invoice are matched with the correct order lines. Make sure that the net amount of each invoice line is balanced with cost postings. Add manual postings if necessary.

No purchase order number

1. Select the Manual Supplier Invoice window and add a new record.
2. Enter the applicable supplier identity in the Supplier field by manual entry or by using the List of Values.
3. Depending on the Amount Method selected in the Enterprise/Company/Tax Control/Invoice tab, enter invoice lines with the gross or net amount according to the invoice received from the supplier.
4. Continue to the Post from Purchase Order window by selecting one invoice line, and you can either choose Match PO Receipts per Line on the Operations menu or with a right-click.
5. Query for the available order lines by indicating the desired purchase part. Order lines, already selected for matching with another invoice line on the current invoice, are not displayed.
6. You can alter quantity, gross and net price, discount, and additional cost on each displayed order line.
7. Before you can perform a complete matching of the invoice line and the applicable order lines, the value in the Remaining field must equal zero (0). This means that the order lines matched correspond to the net amount entered on the invoice line.
8. The order lines selected for matching can either be executed line by line or all lines at once. If you choose the first option, enable the check box in the Matched column.
9. Continue with steps 4 to 8 until all lines of the invoice are matched with the correct order lines. Make sure that the net amount of each invoice line is balanced with cost postings. Add manual postings if necessary.

Note: If the company tax regime is Sales or Mixed, the Invoiced Price Incl Tax/Curr and Additional Cost Gross Amount fields in the Post from Purchase Order window will be null.