This document explains how you select one or several purchase orders (PO) to be matched to a supplier invoice. If you do not know the PO number, you can use the delivery note number or the supplier order number for this purpose instead.
This activity can be completely automated, depending on your settings and from which program the selection is made.
Invoice lines are created in ‘Supplier Invoice. Match GR Line’ (APS360/B) based on either the goods receipt lines connected to the selected PO or the PO line (see comment to step 2 below).
If you decided to automate the matching process after manually selecting PO or PO lines and no problems were involved, the invoice is approved and assigned a voucher number. Any minor variances are automatically written off. However, if the matching is incomplete, you stop in (APS360/B).
When needed, adjust the invoice line amounts, quantities or charges in (APS360) before completing the matching. If necessary, a debit note may be created for the invoice lines in ‘Supplier Invoice. Create Debit Note’ (APS364).
The POs selected are reserved and cannot be used for another matching unless you manually release them in ‘Supplier Invoice. Select to Match’ (APS350/B) or cancel the preliminary voucher in (APS360).
If the matching was automated after manually selecting PO or PO lines, account entries offsetting the PO lines are created and included in the preliminary voucher.
Initiate PO Selection
To reach ‘Supplier Invoice. Select to Match’ (APS350/B), select one of these alternatives:
To identify the goods receipts, select one of these sorting orders in (APS350/B):
Note: Alternatives 1–3 and 5 only display records that are not completely invoiced (that is, with invoice matching status = 0). When you select a record, all goods receipt lines connected to the record are selected as well. A prerequisite for this is that the goods receipt line is not completely invoiced and that it is not held by another invoice.
Alternative 4 displays all POs. When you select a PO record, all goods receipt lines for that PO are selected. If no goods receipt transactions are found, the PO line itself is selected instead.
Enter the corresponding number specified on the invoice. Press Enter.
To proceed, select one or several of these alternatives:
If you want to select several POs to match, return to step 3.
When you are finished, select one of the following alternatives: