Landed costs – invoice matching

Because landed cost lines can be added or changed for purchase order lines, Match to Purchase Receipt is the appropriate matching method in Accounts Payable.

To enter an invoice with only landed costs, users must select the Invoice Related to Landed Costs invoice type.

If a mixed invoice is received, the invoice must be entered using the Invoice Related to Purchase Orders invoice type. The user can first match the purchase orders to orders, receipts or consumption (in case of consignment), and then match the landed costs to landed cost receipt lines. The matching procedure then only applies to the purchase order part, and not to the landed cost part, because the landed costs are only available for matching on receipt line level.

Invoices from warehouse transfers can only be entered with the Invoice Related to Landed Costs invoice type.

Note
  • You can change the invoice type from Invoice Related to Landed Costs to Invoice Related to Purchase Orders, even if purchase landed cost line are already matched. When warehouse transfer landed cost lines are matched, the invoice type can no longer be changed.
  • As opposed to the other quantity-based matching processes, the landed costs matching process is entirely amount based.
  • If a purchase or warehouse transfer order line has a linked landed cost line for which the Calculation Method is By Freight Management, the carrier invoice is not matched and approved against the landed cost line, but against the freight order line. The Freight Management Invoice check box is selected for such a landed cost line in the Landed Cost Lines (tclct2100m000) session.
Matching to registered landed cost lines

In the Match Landed Cost Lines (tfacp2144m000) session, users can select and match one or more lines. If a single landed cost line is selected, users can start the Match Landed Cost Line Partially or with Price Difference (tfacp2254s000) session. In this session, users can choose which part of the invoice and landed cost amount will be matched for the selected landed cost line.

The invoice-from business partner of the invoice must match the business partner on the landed cost line. Because the matching sessions allow users to change the order, packing slip, and business partner, users can match orders originating from entirely different business partners. Users can do so only if the Business Partner Relation Mandatory check box in the ACP Parameters (tfacp0100m000) session is cleared.

If the landed costs are part of a mixed invoice, the landed cost lines will probably be part of the (already matched or yet to be matched) receipt lines. Here, it is not mandatory to match these landed cost lines, and LN will display no warnings.

Matching to unregistered landed cost lines

Users can register landed costs, specified on the invoice, for costs that were not defined in Procurement or Warehousing. Users can always change or add landed cost lines by using the Change Landed Cost Lines command, which starts the Landed Cost Lines by Receipt (tclct2100m100) session. The receipt is passed if it is present for the selected line in the matching session.

Note

Users can also let a warehousing or purchase employee create these landed costs, or decide not to match and approve the invoice with landed costs, but handle the invoice as additional costs.

Automatic matching

Invoices that are registered as Invoice Related to Landed Costs are automatically matched if the following apply:

  • In the ACP Parameters (tfacp0100m000) session, Automatic Matching is selected.
  • The packing slip and/or the order number is filled.

Automatic matching can be performed on these levels:

  • Match to Purchase Order
  • Match to Purchase Receipt
  • Match to Purchase Consumption
Note

For the automatic matching process, the following apply:

  • Purchase and warehouse order business objects are searched for and matched.
  • Even though landed costs can only be matched on the lowest level, that is, the receipt level, a mixed invoice can be matched on all levels.
  • Only landed costs that are not fully matched are taken into account. Consequently, the automatic matching process cannot be restarted.
  • Because landed costs that are related to a specific purchase order can have multiple invoice-from business partners, only those landed cost receipt lines will be selected that have exactly the same invoice-from business partner as the one on the invoice.
Price differences

During matching, price differences on the invoice header level are calculated.

To prevent incorrect price differences, LN allows users to:

  • Maintain a "matched invoice amount" to the landed cost line.
  • Select which part of the landed cost line amount belongs to the invoice that is being matched.

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