Invoice Matching to Goods Receipts

 

 
Overview

If your system uses Invoices Matching to Goods Receipts:

  • You cannot duplicate 'Our reference' numbers.
  • A browse, available from the invoice header information, enables you to view all purchase orders at 'Printed' status for the selected supplier.
  • For invoices whose quantity exceeds the quantity received and not yet invoiced, you can choose to continue entering the invoice, display a warning or prevent further entry of that invoice (POINVTOLV). This also applies when entering the invoice line value.
  • When an invoice line is matched with a receipt for a greater quantity a warning is displayed – the matched quantity must be corrected if system key POMISMATCH is set.
  • For invoices whose invoiced quantity and receipt quantity are not equal, you can choose to abandon or confirm matching. If you abandon, the invoice line is not matched to the receipt line. If you confirm, the invoice line is matched to the receipt line.
  • The purchase quantity variance calculation compares the invoice line quantity to the quantity from the matched receipts.
  • The quantity received but not invoiced is calculated from the purchase order lines. Service items that do not require a goods receipt note and invoice by value items do not apply.
  • You can browse purchase receipts relating to the current order line. You can select a number of receipt lines and amend the quantity matched from each receipt. In addition, you can unmatch receipt lines for corrections. The receipt details are stored on the Purchase Variance History table. Receipt lines matched to invoice lines are written to the Purchase Variance History table with the invoice line number and invoice quantity matched. For receipts that are partially matched to invoice lines, an additional line is added to the Purchase Variance History table with the remaining balance.
Posting Invoices

The field, More to invoice, is added to the invoice detail lines. If you set this field to n, upon posting the invoice the purchase order line is marked as complete. The completed date for this line is set to either the invoice date or the date the invoice is posted, i.e. the system date (POCOMPDATI). This field is automatically set to n for each invoice line if the invoice is authorised automatically (POAUTOAUTH).

Automatic authorisation occurs for those invoice lines that are matched to receipts that fall within the tolerance levels defined. Invoices that do not meet the tolerance levels and are not authorised automatically can be authorised manually. For reference, the authorisation method (either manual or automatic) is recorded on the Purchase Variance History table.

The purchase quantity variance is calculated by summing the receipt quantity from the variance history records matched to the invoice line when the invoices are posted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
   
Purchase Receipts

A 'More to come' flag is automatically set to n if a receipt quantity falls within the tolerance limits of the order quantity where a receipt quantity tolerance has been defined. The completed date for the line is set to either the receipt date or the date the receipt is entered, i.e. the system date (POCOMPDATR). A warning that the quantity received is greater than the quantity ordered appears when the receipt quantity is greater than the upper tolerance limit for the quantity ordered.

Line by line receipts allows you to enter a delivery note quantity in the same unit as the receipt quantity if your system is set up to use POP Accruals Enhancements. This quantity can be printed on the Goods Received Note and the Receipts Audit Trail.

A browse is available for supplier returns to show a list of receipts relevant to that order line if your system is also set up to use Purchase Order Variance Analysis. These receipts are stored on the Purchase Variance History table. The variance history record generated for the supplier return stores the exchange rate from the originating receipt, thereby allowing accurate reversal of the purchase exchange rate variance.