Reviewing the Message Queue

The buyer/authority code must review and take action on any messages in the message queue.

To review the message queue and take action

  1. Access the Invoice Matching Menu.
  2. Select how you want to view the messages:

    • Message Queue - Vendor (MA64.1)

    • Message Queue - PO (MA64.2)

    • Message Queue - Item (MA64.3)

    For this example, Message Queue - Vendor (MA64.1) will be selected.

  3. Inquire on your company and buyer code/authority code.

    Optionally, you can use a filter to refine your search. The filter can be used to include or exclude PO Cost messages.

  4. Click the Dtl button next to the invoice you want to work with. One of the following forms display.
    Note: If you do not select a specific vendor, all messages (regardless of vendor) are displayed.
    1. If the message is a PO cost message, then the PO Cost Review Message (MA66.3) appears and the invoice and receipt lines are displayed.

      Select one of these actions for the PO cost message.

      To Then
      Accept If you select Accept in the PO Cost field, the message box closes and no changes are made to costs on the PO or on the invoice. The invoice will move through the match process. If the tolerances are the same for PO Cost Messages and the Match tolerances, the match will fail on the cost differences. If a match is then performed on Detail Match Level (MA60.3) or Smart Reconciliation, a reconciliation message is displayed if that match is outside the reconciliation tolerances.
      Adjust

      Select Adjust in the PO Cost field and then type in the new amount in the Amount field (this adjusts the PO cost). The invoice is ready to be matched.

      Adjustment is also performed to allow the buyer to update the cost of inventory type items. When an adjustment is performed, the difference between the PO cost and the adjusted cost goes to the item cost variance account and updates the cost of goods at the time of match.

      The difference between the adjusted cost and the invoice cost goes to the tolerance account for inventory type items. For non-inventory items, the accounts on the PO are updated.
      Forward Select a different authority code/buyer code in the Forward To field to forward the message to another authority code/buyer and select a reason code in the Reason Code field. This closes the current message and creates a new invoice message that the new approver must resolve.
    2. If the message is a drop-ship, service or reconciliation message, Invoice Message - Details (MA66.2) appears and the invoice, PO/service agreement and receipt lines display. Messages for exceeding the total extended amount also display.

      Select one of the following actions for the drop ship, service, or reconciliation message.

      To Then
      Approve a message Select Yes in the Approve field to close the message. The invoice is considered approved for payment.
      Disapprove a message Select Yes in the Disapprove field to put the message into a pending action state. The invoice must be reworked; either receiving adjustments can be created or the invoice can be unmatched and cancelled, because the supplier is reissuing a corrected invoice. Click the Add Message button to attach comments to assist the reconciler in the reworking phase. A reason code is required if you select Yes.
      Create a chargeback

      Select Yes in the Chargeback field and select the Change and Release special action. This process closes the message and creates a chargeback for the discrepancy amount. A second invoice document is created that reduces the balance due to the supplier. A reason code is required if you select Yes.

      If there is more than one message for that invoice the Chargeback is not created until all messages for that invoice have been resolved.
      Forward the message Select a different buyer code/authority code in the Forward To field to forward the message to another buyer/authority code. This process closes the current message and creates a new invoice message for the new buyer/authority code to resolve.
  5. Select Change.
  6. Select the Change and Release form action.

Related Reports

To Use
List invoice messages Invoice Message Listing (MA264)
Related topics