Auditing the Message Queue

The reconciler needs to audit the status of previously created messages in the invoice messaging queue and take action to resolve any outstanding invoices.

Note: All messages created for an invoice must be in Closed status before that invoice can be selected for payment.

To audit the message queue and take action

  1. Access the Invoice Matching Menu.
  2. Choose Invoice Messaging Queue (MA64.4).
  3. Inquire on your company and vendor.

    Click the Filter button to further define which messages display. For example, you can display only those messages pending action.

  4. Review the status of the message.
    If the status is Then
    Closed

    No further action is required by the approver. The invoice can be handled in the reconciliation queue.

    Optionally, you can click the Dtl button to see what action the approver made regarding this message.
    Pending Continue with step 5.
    Open You need to check this message later. If the message remains open too long, it may need to be forwarded to another approver.
  5. Click the Dtl button to access Message Detail by Invoice (MA64.6). The invoice lines display.
  6. Review the action taken by the buyer or authority code. If the action is Adjust, Accept, or Approve, the invoice is ready to be handled in the reconciliation queue. If the action is Disapprove, choose one of the following options.
    You can Action
    Unmatch the invoice and receipt lines

    Choose Unmatch Invoice (this unmatches the entire invoice).

    If this action is taken and there were other messages associated to the invoice all those messages and the action taken will be removed.
    Forward to a new approver Select a new authority code and a reason code. You can click the Add message button to give more details to the new buyer/authority code.
    Create a chargeback if you have the proper authority Choose CB at the line level (this chargebacks that line).

Related Reports

To Use
List invoice messages Invoice Message Listing (MA264)