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, 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.
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 page. 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 page, 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 will not be populated automatically. The user would be required to perform a query to retrieve records to the matching dialog.
When rental transactions are matched, the invoice details can be viewed in the Rental Transaction Invoice Details page and the Invoice Status field in the Rental Transactions page will be changed to Invoiced.