Creating a match company

Match Table

Select a match table that contains the rule groups for match processing.

Pool Option

Select the method by which purchase orders or receipts and invoices are pooled for match. These pool options are available:

• Company Vendor: This is the largest pool because all transactions with the same company and vendor are matched. Select this option if your organization often matches a single invoice to multiple POs.
• Company Vendor Purchase Order: We recommend this option. This combination is used to evaluate the transaction using the purchase order as the key to the match process. Invoices and receipts with identical purchase order numbers are matched.
• Company Vendor Purchase Order Ship To Location: This option can be used if the ship to location is required or is different on the lines and an invoice per line is expected.

Purchase Order Receipt Accrual

Specify a temporary holding account to track the amount of inventory, non-stock, and special items that are 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 a posting account to use to find variances between the invoice and the receipt at the invoice match and detail match levels. This applies for non-inventory items.

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 meet this criteria:

• Paid for but not expected to receive
• Received but not expected 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 or 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 the differences for match prepay transactions at the invoice level. Discrepancies for match transactions that are prepaid at the detail level 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 results on the Open Receipt Archive list are posted to this account in these circumstances:

• Invoices do not exist for a receipt.
• The invoice amount is less than the receipt amount.

This account supersedes the Inventory Receipt Archival account.

The account structures for these accounts cannot be identical.

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

Select 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

Select 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

Select 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

Select whether to withhold from matching the receiving lines that require inspection until inspection is complete.

Summarize Inventory Distributions

Select whether to summarize distributions or store them in detail in the match process. You can use Summarize to view the items and amounts that were invoiced. Do Not Summarize is the recommended option for Match.

Purchase Order Invoice Cancel

Select whether paid invoices can be canceled. For Match, do not use this option.

Allow Zero Cost Invoice

Select this check box if zero cost invoices can be defined. The PO and receipt must be blank 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. We recommend that you select this check box.

Match Memo Delay Hard Edits

Select this check box to import invoices before Match credit memos are imported. Often for Match, a credit and debit are imported concurrently. If the credit is imported before the invoice is imported, the process will fail. We recommend that you select this check box.

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.

PO Cost Messaging

Select this check box to create cost messages for purchase orders. A message is generated if all of these conditions are met:

• The invoice is added.
• The cost on the invoice is not equal to the cost on the PO.
• The cost is on the invoice is outside the tolerance for PO cost messages on the Rule Group that you specified.

The message is routed to the buyer for resolution. The match cannot proceed until the message is resolved.

Reconciliation Service Messaging

This feature is enabled when the Invoice Entry Cost Messaging check box is selected. These options are available for messages from the reconciliation work list:

• Over Quantity And Cost is the recommended option if the cost goes over the tolerance.
• Extended Amount Only applies to service by amount type when the total of the service has been exceeded.
• Under Quantity And Cost and Over Or Under Quantity And Cost should only be selected if there is some contractual obligation to pay exactly what is on the service line.
• No Message can be selected if you decide against generating a message when service lines are matched in the reconciliation work list.

Reconciliation Match is also referred to as the Work List and Smart Reconciliation Match. This section is where Match exceptions are defined. Often the match is forced and messages are sent to the buyers to resolve differences.

If no message options are selected here, the Match is forced and differences are paid or charged back based on Match Specialist options. We recommend that reconciliation messages are used.