Entering an Invoice for an Invoice-Level Match

Company

Select your Invoice Matching company number.

Process Level

Select your process level, if it is not set up to default.

Post Date

Enter the date you want to post the transaction in the general ledger.

Voucher

Enter a voucher number if required by your handling code. The Voucher field is in the header area.

Vendor

If you are entering a purchase order number, you can leave the Vendor field blank and it will default from the purchase order.

PO

Enter a purchase order number.

If your invoice references multiple purchase orders, enter an asterisk (*). In this case, the vendor would be set up to use pool option 1 (Company / Vendor).

Invoice

You must enter an invoice number. The invoice number must be unique for the company and vendor.

Inv Date

You must enter an invoice date. The invoice date can be the date the vendor created the invoice or the date the invoice was received.

Note: The date the invoice was received can be entered on the Discount button.

Handling Code

Select the handling code setup for a match invoice, if it is not set up to default.

Due Date

You must make an entry in the Due Date field or the Pmt Terms field. If you use a payment term, the due date cannot be entered. If you have defined terms codes on Vendor Location (AP10.2), Remit-To location terms will not default to the invoice. Terms codes will default from the Purchase From location.

Pmt Terms

Invoice Amount

You must enter the invoice amount.

Use the following guidelines to enter field values:

Ship To

Required (if you are using pool option 3). Select the ship-to location.

Return Number

If the goods associated with the invoice were returned, enter the return number assigned to the invoice.

Match Reference

A user-defined number for linking an invoice to a specific receipt in the match process.

If the vendor uses match reference processing, enter the match reference number on the Misc tab. Match reference processing for a vendor must be set up prior to invoice entry.

Currency

The currency assigned to the invoice.

Exchange Rate

The exchange rate used to convert non-base currency amounts to company base currency.

Revalue

Decide whether to revalue the invoice currency against the company base currency when the invoice is paid (to account for the fluctuation in exchange rates).

Invoice Amount = $1000.00

Goods = $800.00

AOC = $30.00

The goods amount plus the AOC only equals $830, not $1000.00. You need to adjust the goods, add-on charge, tax, or invoice amount before you can attempt to match the invoice.