Creating a match company

Create your match company by assigning a match table and a pool option to a company. Then assign discount options, various accounts, and set messaging options.

  1. Select Financials > Payables > Match Setup > Match Companies.
  2. Click Create.
  3. Select a Company and provide a Name.
  4. On the Main tab, specify this information:
    Match Table
    Select a match table that contains the rule groups for match processing.
    Pool Option
    Select a match pool that is a group of invoices and receipts for matching. The pool option determines the combination of receipts/purchase orders and invoices to use for matching. The more specific pool option you select, the smaller the number of invoices and receipts in the matching pool. These pool options are available:
    • Company/Vendor: use to match an invoice to multiple purchase orders
    • Company/Vendor/PO: use to pull invoices by vendor and purchase order
    • Company/Vendor/PO/Ship To: use if you have locations
    Validate Purchase Order
    Select this check box if the purchase order number will be verified in Match. This field must be selected to create Purchase order review messages.
    Require Purchase Order
    Select this check box if a purchase order number is required.
    Purchase Order Receipt Accrual
    Specify a temporary holding account. This is used to track the amount of inventory, non-stock, and special items that have been received but not yet invoiced.
    Item Cost Variance Suspense
    Specify a temporary holding account. This account is used to offset a cost difference between the invoice unit cost and receipt unit cost for an inventory item. This transaction is posted in Inventory Control. This information is used with detail match for inventory items only.
    Invoice Tolerance
    Specify the posting account to use for differences between the invoice and the receipt at the invoice match and detail match level for specific situations.
    Receipt Write Off
    Specify the account to use to write off old receipts for non-inventory items that cannot be matched.
    Match Write Off
    Specify an account to use to write off amounts that you have paid for goods that you do not expect to receive. This includes goods that are written off when receipts are adjusted.
    Matched Not Received
    Specify a temporary holding account to use to post amounts you have paid for goods but not yet received. Used for inventory items only.
    Inventory Receipt Archival
    Specify the posting account to use to post amounts for items that:
    • you paid for but do not expect to receive
    • you received but do not expect to pay for
    AOC Differences
    Specify the account to use for posting add-on charge differences. This is valid when the invoice add-on charge is greater than the receipt/purchase order add-on charge when you perform detail-level matching. This is valid for both miscellaneous and non-landed add-on charges.

    This field is only valid if you are using Match Add-On Cost.

    Match Prepay Differences
    Specify the account to use to post match prepay differences for Invoice Level match transactions. Discrepancies for prepaid Detail Level match transactions are posted to the Item Cost Variance Suspense account or to the Item Expense account.

    This differences account also includes transactions that are closed after running Prepaid Invoice Not Received.

    Underbill Write Off
    This account is used in two circumstances. During an invoice level match, this account is used when the invoice amount is less than the receipt amount. The Open Receipt Archive results are posted to this account if no invoice exists for a receipt or if the invoice amount is less than the receipt amount.

    This account supersedes the Inventory Receipt Archival account.

  5. On the Options tab, specify this information:
    Discount Recognition
    Select whether the discount accrual is generated during the match or when the payment is closed.
    Discount Accrual Account
    Specify an account to use in Match Discount Accrual as the posting account for the discount accrual.
    Invoice Detail No Receipt
    Specify which account to use when an invoice is matched without a receipt. This is valid for a detail match for inventory items only.
    Invoice Detail Exceeds Receipt
    Specify which account to use when the item quantity on an invoice exceeds the receipt quantity. This is valid for a detail match for inventory items only.
    Currency Rate Set Point
    Specify when the currency rate was set for the purchase order. You can select at purchase order entry, receiving, or invoicing.
    Automatic Chargeback Hold Code
    Select the hold code to assign to chargebacks.
    Hold Receiver Until Inspected
    Specify whether to withhold from matching those receiving lines that require inspection until inspection is complete.
    Summarize Inventory Distributions
    Specify whether to summarize distributions or store them in detail in the match process (Do Not Summarize). You can use Summarize to view the items that were invoiced and the amount for which they were invoiced.
    Purchase Order Invoice Cancel
    Select whether paid invoices can be canceled.
    Allow Zero Cost Invoice
    Select this check box if zero cost invoices can be defined. Leave the PO and Receipt open for cost option 2 - No Charge.
    Enable Credit For Rebill
    Select this check box to use the credit for rebill functionality. Rebill functionality is used to correct invoices when incorrect unit costs are billed.
    Match Memo Delay Hard Edits
    Select this check box to interface invoices before Match credit memos.
    Perform Budget Edits For Approval
    If this check box is selected, then invoices that do not pass budget edits will have that noted on the invoice during the approval process.
    EDI Invoice Automatic Release
    Select this check box if the company can automatically release EDI AP only invoices.
    ERS Location Control
    Select this check box if the company controls ERS by ship-to location.
    ERS Cost Update
    Select this check box to change the cost for ERS receipts on PO Receiving.
    Ship or Hold Return Goods
    Select whether returns to the vendor are physically shipped to the vendor or held at your location.
    Vendor Claim Write Off Amount
    Specify an amount to use to determine whether a return to a vendor is justified. The amount that is specified is compared to the value of an adjustment or rejection. The value of the adjustment or rejection must be greater than or equal to the minimum claim amount to create a return. This value can be defined at both vendor and company level.
    Vendor Claim Type
    Select the method by which the return is considered satisfied:
    • Select Chargeback to generate a chargeback for each return
    • Select Credit Memo to wait for the vendor to send you a credit for the return
    • Select No Charge if you never receive credit for the return. For example, all returns are automatically replaced.
    Vendor Claims Chargeback Hold Code
    Select a hold code to assign to the chargeback. Use this field if a vendor return is made with a chargeback and you want to hold the chargeback for review.
    Replace Returned Goods
    Select this check box to automatically create a purchase order to replace goods that are returned to the vendor.
  6. On the Messaging tab, in the Invoice Entry Cost Review section, specify this information:
    PO Cost Messaging
    Select this check box to create Purchase Order Review messages that are displayed when you add an invoice. This applies if there is a discrepancy when the invoice line cost is compared to the PO line cost.
    Rule Group
    Select the rule group to use for messaging tolerances. For Purchase Order Review, your rule group can be used to define over and under cost tolerances.

    If the vendor is assigned a rule group in Vendor, then it is used before the rule group from Company is used. Select Yes in the messaging fields to use the default value.

    Rule Order
    Select the rule in a rule group to use for messaging tolerances.
  7. In the Service Item Review section, specify this information:
    Service Messaging
    Select the circumstances under which to create service messages for service purchase orders and service contracts:
    • Select Extended Amount Only to create a message for amount type services when the accumulated total of the invoices surpasses the amount of the service. This takes into account any tolerances that have been established.
    • Select Under Quantity and Cost to create a message when a received invoice is less than amount or quantity in a service purchase order or a service contract.
    • Select Over Quantity and Cost to create a message when a received invoice is greater than the amount or quantity than the service purchase order or service contract.
    • Select Over Or Under Quantity And Cost to create a message on quantity and amount type services. A message is created when there are both over and under differences for quantity type invoices and over for amount type services. This applies to service purchase orders and service contracts.
    • Select No Message to not create a message regardless of the difference in the invoice that is received and the service purchase order or service contract.
    Rule Group
    Select the rule group to use for messaging tolerances. For Service messages, your rule group can define only over tolerances.
    Rule Order
    Define the rule in a rule group to use for messaging tolerances. Must point to the Detail Match rule.
  8. If you use Reconciliation Match messaging, then specify this information in the Reconciliation Match section:
    Over Tolerance, Under Tolerance
    Select Yes for the type of Reconciliation Match messages to create.

    Valid combinations are:

    • Yes in both fields
    • No in both fields
    • Ignore in both fields
    • Yes in one field and No in the other

    If Ignore is selected, then the message is created but the user is not notified that a message was created after the match was attempted.

    Rule Group
    Select the rule group to use. For Reconciliation Match messaging, your rule group can contain rules for over/under cost/quantity tolerances.
    Rule Order
    Select which rule in a rule group to use for messaging tolerances. The rule must be a Detail Match rule.
  9. If you use Process Automation, then specify this information in the Additional Workflow Options section.
    No Receipt Days
    Specify the number of receipt days to send a notification of no receipt.
    Unmatched Invoice Days
    Select an unmatched invoice day.
    No Receipt Notify Option
    Select a notification option for no receipt.
    Unmatched Invoice Notify Option
    Select an unmatched invoice notify option.
    Basis Date
    Specify a base date, either due date or discount date. A notification is sent if these are true:
    • The base date is less than the program date plus the number of receipt days.
    • There were no receipts in the match pool for the invoice.
  10. Click Save.