This activity is used to automatically match the supplier invoices will the purchase orders. The net amount of the supplier invoice will be compared with the total amount of the purchase order, and will be matched with the relevant PO lines. A new posting line will be created for any difference within the tolerance levels specified. If the Always Create Tolerance Posting option is enabled on the Invoice/General tab in the Enterprise/Supplier/Supplier window, a posting will be created regardless of whether it is within the tolerance level.
The automatic matching can be performed on three levels: header level, delivery receipt level, and line level.
When matching on the PO header level, the created posting lines are not connected to any invoice lines directly. The postings will be connected to the total net amount of the invoice. If the total amount of the purchase order does not match with the total invoice amount, an additional posting line will be added to balance the invoice. The addition of this line can be done automatically or manually. If the difference amount is within the given tolerance levels the additional posting line will be created automatically. If the Always Create Tolerance Posting option is enabled on the General tab in the Enterprise/Supplier/Supplier window, the additional posting line will be created even if the difference amount is outside the tolerance levels. If the difference amount is not within the specified tolerance level and the Always Create Tolerance Posting option is disabled then the posting line should be added manually.
When there are multiple deliveries or invoices against a single purchase order, to make automatic matching possible, the matching should be done on the delivery receipt level. Receipt references will be used to match the purchase orders automatically at this level. Once the invoice is saved with a reference to purchase orders or delivery receipt references, the postings will be retrieved automatically. The postings will be retrieved from the receipt purchase order line in IFS Purchasing. The differences between the invoice amount and the posting amount will be handled the same way as above.
When matching on a PO line level, cost postings connected to each purchase order line will be retrieved as individual posting lines to the invoice. To match purchase orders on this level, invoice lines should contain information about the kind of goods that have been purchased. Information such as the order number, part number, quantity, and the amount will be used to find the correct matching lines. If all the matching criteria correspond to each other, then the lines will be marked as Matched. If there are any amount differences, then the lines will be marked as Matched with Amount Diff, or Matched Amount Diff within Tolerance if the amount is within the tolerance. When the quantities do not match, the lines will be marked as Matched with Quantity Diff. If no match was found for the lines, then the lines will not be matched, and will be marked as Unable to Match. The differences between the invoice line amount and the posting line amount will be handled the same way as above. Any difference between the invoice amount and the posting amount that is within the tolerance level, will be added automatically to the posting line to which the difference corresponds. If it is not within the tolerance level, the difference must be added manually.
If a loaded external invoice contains charges, the input file must indicate that the invoice contains charges. The charge line will be automatically created using this information. If a charge line is added by the application, the line should be marked as a charge line so it will facilitate the search for the best corresponding line.
You can also enter invoices with references to purchase orders that are yet to be registered as arrived. Once the purchase order is registered as arrived, the Match Invoices with new PO Receipts wizard should be run in order to match the invoice with the purchase order.
As a result of this activity all posting lines in the supplier invoice will be matched with the purchase order.