Process Purchase Invoices (tfacp2107m000)

Use this session to view, manually match, approve, or unapprove the open (non-finalized) purchase invoices and credit notes. The session displays details of the invoice amount and the blocking data.

You cannot change the invoice amount, but you can change the blocking data. The most important field is the Invoice Status field, which displays the invoice status.

If the invoice status is Registered, you can match the invoice to receipt lines or to order lines. On the appropriate menu, click the appropriate Matching command. The corresponding session starts, which you can use to manually match the invoice. For example, if you click Match Receipt, the Match Purchase Receipt Lines (tfacp2544m000) session starts.

If the invoice status is Matched, you can perform these actions:

  • If the invoice is fully matched, approve the invoice. On the appropriate menu, click Approve. The Posting Data for Approval Transactions (tfacp1141s000) session starts, in which you can specify the date and periods to which the bookings must be posted.
  • If the Amount Unassigned is not zero, match the invoice with multiple receipt lines or purchase order lines.
  • Add transactions for cost items, price differences, or additional costs. To add a transaction, on the appropriate menu click Add Costs. The Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000) session is started.

If the invoice cannot be approved, LN displays an error message.

If the invoice status is Approved, you can click Unapprove to undo the approval. For example, you must unapprove the invoice if you want to make corrections to the invoice.

Note: If you are authorized to access a non-finalized invoice, LN allows you to access the non-finalized invoice using the Purchase Invoice Entry option from the Actions menu.

Field Information

Invoice Document

The transaction type part of the invoice identification.

Invoice Document

The document number part of the invoice identification.

Business Partner

The invoice-from business partner linked to this invoice.

Net Amount

The net invoice amount.

Currency

The currency in which the invoice amount is expressed.

Invoice Status

The stage the invoice has reached in the matching/approval process.

The invoice status reflects the various stages of the process, and can change as follows:

  1. Draft--> Registered
  2. Registered--> Matched
  3. Matched--> Approved
  4. Approved--> Matched if you unapprove the invoice

Matching Procedure

One of the following:

  • Match to Purchase Order
  • Match to Purchase Receipt
  • Match to Purchase Consumption
  • Not Applicable
Financial Company

The code of the financial company in which the invoice is created.

Note: You can view this field only if the Open Items A/P table (tfacp500) is shared.
Matching Status

Indicates the matching status of the received purchase invoice.

Allowed values

Not Matched
Partially Matched
Not Applicable
Fully Matched
Note: 

If the quantity of the received purchase invoice is fully matched but warehouse receipt is not final (for example, inspections is yet to be completed), the received purchase invoice is considered as partially matched.

When the warehouse receipt (including inspections) is final, based on the matched quantity, Infor LN updates this value to either Partially Matched or Fully Matched.

This value is set to Not Applicable, if the invoice is a Cost Invoice.

Tax Consistent

If this check box is selected, the Amount Unassigned is zero and all the tax transaction lines and related matched and additional costs lines comply on both tax code and net amount.

If this check box is cleared, Infor LN does not allow you to submit the invoice for workflow. To approve the invoice, the tax consistency check must be performed.

Note: 
  • This field is displayed only if:
    • The Tax Consistency Check check box is selected in the ACP Parameters (tfacp0100m000) session.
    • The Invoice Type is other than Cost Invoice.
Error(s) in Error Log

If this check box is selected, errors exist in the Error Log (tfacp2580m000) session, when matching the received purchase invoice.

Finalization Run Number

The finalization run number of the received purchase invoice.

Business Partner Invoice Number

The number that the invoice-from business partner uses to identify the invoice.

This number is printed as the payment reference when the invoice is being paid.

Self-Billing/Internal Invoice

If this check box is selected, the invoice is a self-billed invoice or an internal invoice.

Logistic Company

The logistic company in which the order was created.

Amounts
Net Amount

The invoice currency.

Net Amount

The net invoice amount.

The net amount is the total invoice amount minus the following:

  • Total tax amount
  • Corrections
  • Credit notes

Costs to be specified

The amount in case the item group has the Costs to be specified check box selected in the Item Groups (tcmcs0123m000) session.

Click to show self-billed invoices also.

Matched Amount

The amount on the invoice that was already matched to purchase orders or receipts.

Costs to be specified Transactions

The transaction amount in case the item group has the Costs to be specified check box selected in the Item Groups (tcmcs0123m000) session.

Click to show cost invoices also.

Matched Landed Costs

The landed cost amount that was already matched.

Entered Transactions

The total amount of the cost item and additional costs transactions entered for this invoice in the Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000) session. To enter transactions for an invoice, on the appropriate menu, click Add Costs.

Amount Unassigned

The invoice amount that is still unassigned to purchase orders or cost items. If this amount is zero, the invoice is fully matched.

Price Difference

price difference

The price difference is calculated as follows:

price difference = invoiced quantity * (order price per unit - invoice price per unit)

Authorization Data
Hold Reason

You must link a hold reason to the invoice if you want to block the invoice.

Assigned Approver

The assigned approver who can approve the invoice and remove the hold reason, or approve the price difference and payment of the invoice.

Approve Before

The date before which the invoice must be approved for payment.

Miscellaneous
Invoice Type
Cost Invoice

The purchase invoice has no link with purchase orders and is posted to the general ledger without being matched to order/receipts. You can enter transaction lines for the invoice in the Transaction Type session.

Invoice Related to Purchase Orders

The purchase invoice is related to one or more purchase orders that are present in LN. The invoice must go through the purchase invoice matching procedure.

Invoice Related to Landed Costs

The purchase invoice is related to one or more landed cost lines that are present in LN. The invoice must go through the purchase invoice matching procedure.

Invoice Related to Freight Orders

The purchase invoice is related to one or more loads or shipments present in Freight . The invoice must go through the purchase invoice matching procedure.

Order

The purchase order number can be used to select receipts in the purchase-invoice matching-procedure. If the invoice refers to a single order, you can enter the order number in this field.

For automatic matching, you must enter the order number. If you do not enter an order number, you can only match the invoice manually.

Load

load

Packing Slip

packing slip

Shipment

shipment

Freight Order Cluster

freight order cluster

Approval
Document

The transaction type that is used for approving the purchase invoice. After you successfully approve the invoice, LN enters the transaction type for approval in this field.

LN creates the financial transactions under this transaction type. This type is only relevant when you use the invoice matching procedure.

Document

The document number that is used to approve the purchase invoice. After you successfully approve the invoice, LN enters a document number in this field.

LN creates the financial transactions under this document number. This number is only relevant when you use the invoice matching procedure.

Transaction Entry Date

The date on which transactions in the batch are entered.

Batch

The number of the batch that is used to post approved invoices to the General Ledger .

Batch Year/Period

The fiscal year to which the financial transactions are linked.

/

The period during which the financial transaction is processed in the ledger.

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