Define Automatic Processing During Invoice Matching

This document explains how you determine how M3 will handle certain events and situations when processing matching of a supplier invoice to a purchase order.

These settings are defined the first time you match a supplier invoice to a purchase order, but can easily be changed whenever necessary.

Note!

There are additional parameters related to invoice matching in 'Settings – Accounts Payable' (APS905); see Define Basic Accounts Payable Settings.

Rules determining automatic processing of variances in price, quantity or amounts are defined in 'Settings – Supplier Invoice Matching' (APS900).

Outcome

The settings control, for example, how the matching will proceed if no goods have been received for the purchase order to which the invoice is matched when using workflows (Next Manual Step) 5 to 8.

When matching a supplier invoice to a purchase order, the matching is carried out in a way that corresponds to your company's routines. The number of decisions that have to manually be made by you is also reduced.

Before you start

The starting conditions listed in Matching Supplier Invoices to Purchase Orders must be met.

Follow These Steps

Select Supplier Invoice and Purchase Order to Match

  1. 'Supplier Invoice. Match GR Line' (APS360/P) can only be reached when a supplier invoice is matched against a purchase order. Select one of the following alternatives:

    • In 'Supplier Invoice. Record' (APS100/E), enter the purchase order number and workflow 2 in the 'Next manual step' field and press Enter.
    • In 'Supplier Invoice. Recode' (APS110/B), enter the purchase order number and workflow 5 in the 'Next manual step' field and select option 11='Control invoice' for the invoice. (This applies if alternative 1 or 2 is selected in the 'Accounting date – display/selection' field in (APS110/P).)
    • In 'Supplier Invoice. Recode' (APS10/B), select option 11='Control invoice' for the invoice. In (APS112/E), enter the purchase order number and workflow 5 in the 'Next manual step' field. (This applies if alternative 3 or 4 is selected in the 'Accounting date – display/selection' field in (APS110/P).)
  2. Press F13 to reach the P panel.

  3. Select the applicable values. Press Enter.

  4. If you want to complete the invoice matching for the current supplier invoice, refer to Verify and Adjust Invoice Lines for Invoice Matching. Otherwise exit (APS360).

Parameters to Set

Program ID/Panel Field The field indicates …
(APS360/P) 010 – Automatically create account entries

… whether account entries are created automatically when all invoice lines are fully approved.

An invoice line is approved when the statuses for quantity, line price, charges per quantity and charges based on price are all equal to 3 in 'Supplier Invoice. Match to GR Line' (APS360/B).

If you do not select the check box, you can create account entries manually by pressing F10 in (APS360/B).

(APS360/P) 040 – Refresh F panel if any value is changed

… whether the F panel in (APS360) is automatically updated when values have been changed on the panel and Enter is pressed.

If you manually change the invoice line's price on the F panel, then other values, such as the variance amount, might be automatically recalculated. If this check box is selected, you will stay on the panel when pressing Enter in order to review the recalculated values.

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