Approving Invoices

You may need to approve an invoice match when the receipt does not exist in the application. For example, when a proof of delivery has been issued, or when the receipt has been mismatched to another invoice.

The approval form requires that you create invoice detail if it does not already exist. You create invoice detail from Match Invoice Approval (MA61.1) by clicking the PO Detail button.

To approve invoices

Access Match Invoice Approval (MA61.1).
Inquire on an invoice.
In the Write Off Quantities field, decide whether to write off amounts for goods you paid for but do not expect to receive.
Click the Add Comments button to open Comment Types (AP12.2). Use AP12.2 to define and maintain comments for invoices.
Click the PO Detail button to open Invoice Line Detail - Purchase Order (MA43.1). You use MA43.1 to define and maintain invoice line detail information.

If invoice line details do not exist, click the PO Detail button to create invoice line details from the purchase order. If a purchase order number exists but no invoice details exist, you must enter invoice details before the invoice can be approved. The invoice must also be in balance.
Select the Options tab to define and maintain invoice options as due date, discount date, discount information, retail amount, reason code, hold code, process level, and post date.
Select the Detail tab to define detail matching information, including line item detail, quantity, and unit cost.

At the line detail level, you can define account information for the detail item, as well as activity, tax, and user analysis information.
Optional. If the PO Number is blank and invoice line details exist, the application determines if the item is an inventory item or a non-inventory item. If the item is an inventory item and you selected No in the Write-Off Quantities field, the Matched Not Received account is used for posting. If the item is an inventory item and you selected Yes in the Write-Off Quantities field, the Match Write-Off account is used for posting. You set up these accounts using Company (MA01.1) or Process Level (AP00.5).
To approve the invoice, select the Approve form action. If the invoice is unreleased, the form releases the invoice and creates distribution records.

Related Reports and Inquiries


To	Use
Calculate and create a reversing journal entry for the difference between the standard cost and purchase order cost for purchase order lines with a matched not received or received not invoiced quantity that is greater than zero Standard Cost Calculation (PO139) is only available for standard cost companies. For more information, see the Purchase Order User Guide.	Standard Cost Calculation (PO139)