Correcting Invoice Errors

This procedure outlines the process for correcting invoice information in the interface file online.

To correct invoice errors

  1. Access Invoice (MA54.1).
  2. Select the invoice to correct. Use the following guidelines to enter field values:
    Batch

    Enter or select a batch number. If the Accounts Payable company is set up as batch release and Batch Auto Numbering = No, this field is required by Invoice Interface (MA540).

    Vendor

    Select or enter the vendor ID number. Either the vendor ID number or the EDI number is required.

    EDI Number

    Enter the Electronic Data Interchange (EDI) number assigned to the vendor. This number is used to retrieve the vendor ID.

    Either the EDI number or the vendor ID is required.

    Run Group

    Enter a run group number. This identifies a group of invoices in which errors have been fixed. When rerunning Invoice Interface (MA540), the same run group number is used to identify which invoices to interface.

  3. Modify or add the invoice information.
  4. If you want to modify or add distribution information, click the Distribution button to access Distribution (MA54.2).
    1. Enter or modify the distribution information.

      Click the Tax button to change tax information for the distribution.

      Click the More button to access Distribution Options. You can change the activity , total units, and the add-on charge code. While you cannot change landed AOC distributions, you can change non-landed AOC distributions. If you are using Contract Management or issuing a credit memo, you can enter rebate information (such as Contract Group, CM Contract, Rebate Type, and Rebate Due Date) on the Rebates tab.

      Click the Asset button to define asset information for an invoice distribution. The application transfers you to PO Line Asset Detail (AM19.1). For more information, see the Asset Management User Guide.

    2. Select the Change form action if modifying distribution information.

      – or –

      Select the Add form action if adding distribution information.

  5. If you want to modify or add line detail information, click the Line Detail button to access Invoice Line Detail (MA54.3).
    1. Enter or modify the line detail information. Use the following guidelines to enter field values:
      Item

      Select the item identifier. The item identifier is a match element which contains the Inventory Control item identifier. The match elements make up the Match Class, the hierarchy of elements will be compared against the line item detail on the invoice during match processing.

      AOC button

      Enter add-on charge line details.

      Item Detail tab

      Enter the value of the matching element in a numbered field. The match elements make up the Match Class, the hierarchy of elements, which will be compared against the line item detail on the invoice during match processing.

      Any add-on charges that were interfaced display on this tab. You can make changes to the cost of a landed add-on charge only.

      You can also select a commodity code to assign to the invoice line.

      More tab

      Enter additional information, such as the vendor item, ship-to location, GTIN, or activity, or billing category.

      Click the AM button to define asset information (the application transfers you to PO Line Asset Detail (AM19.1). For information, see the Asset Management User Guide.

      Tax tab

      Define tax information such as tax code and tax usage or to indicate if the line item is taxable or not.

      User Analysis

      Enter information on user analysis.

      Interstat

      Enter the ICN Code, Supplementary Quantity and Weight

      Retainage

      Enter the retainage percent that is related to the line. This is used to override what defaults from purchase order or vendor agreement.

    2. Select the Change form action if modifying invoice information.

      – or –

      Select the Add form action if adding invoice information.

  6. Select the Change form action.