Match and approve purchase invoicesTo match purchase invoices is one step in the purchase invoice procedure. After the invoice is fully matched, you can approve the invoice. Note In a multicompany structure, you can set up multicompany purchase invoice matching. You can match Invoice Related to Purchase Orders to either:
You can match Invoice Related to Landed Costs to landed cost receipt lines. You can match Invoice Related to Freight Orders to freight orders. You can process purchase invoices in two ways:
Note
To match purchase invoices You can match individual purchase invoices and freight invoices in the following ways:
To approve purchase invoices If the unassigned amount of an invoice is zero or within the tolerances, the invoice is fully matched and you can approve the invoice. To approve the invoice, select the invoice and on the appropriate menu, click Approve in one of these sessions:
When the invoice is approved successfully, the invoice receives the status Approved and LN creates several entries in the General Ledger. If the invoice is blocked, LN asks whether the hold reason can be removed. To approve invoices for payment In addition to approving the invoices for processing, you can separately approve purchase invoices and costs invoices for payment. In the ACP Parameters (tfacp0100m000) session, you can select the types of invoices for which payment approval is required. If payment approval is required, an authorized user must approve the purchase invoice in the Authorize Purchase Invoices (tfacp1142m000) session. Only invoices that are approved for payment can be selected in the Select Invoices for Payment (tfcmg1220m000) session of the Cash Management module. For more information, refer to Payment authorization in Accounts Payable. To approve price differences and additional
costs When you try to approve an invoice, LN checks if there is any difference between the order amount and the invoice amount. Before you can complete the approval, you must process the differences:
For more information, refer to Authorization of price differences and additional costs. To update the item's purchase price After approval, the latest purchase price and the average purchase price for the matched receipt lines or the matched order lines are updated in for the ordered item in the Items - Purchase (tdipu0101m000) session. To prevent the item's purchase price from being updated:
To correct purchase invoices You can use the following methods to make corrections to finalized and non-finalized purchase invoices:
To display the error log To display the error messages that result from the matching and approval process, start the Error Log (tfacp2580m000) session. If you first select an invoice in the Match/Approve Purchase Invoices (tfacp2107m000) session, LN only displays the error messages related to the selected invoice. The error log contains all the error messages that result from matching and approval in these sessions:
The error log only contains error messages. LN prints the confirmation messages of the Match/Approve Purchase Invoices by Range (tfacp2280m000) session, for example, about successfully matched invoices, on a process report. The error log contains only errors that are not yet resolved. If you run the Match/Approve Purchase Invoices by Range (tfacp2280m000) session, for the transactions within the specified range LN adds new error messages and deletes the resolved errors from the error log. You can use the Delete Error Log (tfacp2280m001) session to manually delete messages from the error log. You only need to delete the error messages that LN cannot remove automatically. For example, you can use the Delete Error Log (tfacp2280m001) session to delete error messages that result from the unsuccessful unapproval of an invoice. Note The following processes automatically delete error messages from the error log:
| |||