Reconciling at the item detail level

You have the option to match invoices to receipts at the detail level during the reconciliation process.

Note: If you use Invoice messaging, then it affects reconciliation at the detail level. Be aware that you cannot reconcile items that have open purchase order cost messages.

You cannot partially match an invoice. All invoice line details must be selected.

  1. Access Detail Level Match (MA60.3).
    Note: Access Reconciliation Queue (MA60.1) and click DM to select an invoice for reconciliation.

    The invoice and receipt lines display.

    To Purpose
    Access detail related to a specific invoice or PO/receipt line

    Click the asterisk (*) button.

    Service lines on the receipt display are tagged with S.
    Access additional lines of invoice or PO/receipt lines Use the Page Up or Page Down functions on your form.

    Note these information on the form:

    Invoice Line Item All invoice detail lines for the selected invoice are displayed at the top of the screen. All lines on the invoice are selected and cannot be unselected.
    Receipt Line Item Open receipt lines within the same pool will display on the lower portion of the screen.
    Discrepancy The difference between the invoice total and the PO/receipt total.
    Display Select how to display the item (by item detail, item description, or vendor item).
  2. Click Filter to narrow the list of receipts.
  3. Select the PO/receipts that you want to match. Perform one of these steps:

    • To select the PO/receipts in the pool for matching, specify S (Select All PO/Receipts) or U (Unselect All PO/Receipts) in the Select field.

    • To select an invoice and PO/receipt line item, click the Select line action.

    Once you have completed either of these, you can process the selections by choosing the Select form action. This associates the PO/receipt line(s) to the invoice that you want to force a match with.

  4. With Match Add-On Cost, you can create a chargeback for the discrepancy amount (for reconciling at the invoice header and line level):
    1. Click Chargeback All and Chargeback Header Selection (MA60.7) displays. Decide whether to create a chargeback for all differences on the invoice, and select a reason code and hold code.

      Select Yes in the Chargeback field to create a chargeback for the discrepancy amount (the difference between the invoice goods amount and the receipt goods amount). The chargeback is posted to the Item Cost Variance Suspense (inventory items) or the Item Expense account (for special and non-stock items) when Invoice Distribution Closing (AP175) is run.

      Note: For inventory type item, if PO Cost Messaging in MA Company (MA01.1) is ON, posting account would vary depending on the action done in Purchase Order Cost Review Message (MA66.3).
    2. To create a chargeback for the discrepancy amount (for reconciling at the invoice level), click CB and Chargeback Detail Selection appears. Decide whether to mark the line for chargeback (goods and add-on charges) and select the reason code, indicating the reason for creating a chargeback.
      Note: Chargebacks are created with the invoice number — 111. For example, a chargeback for invoice 5555 will be 5555–111.
    3. With Match Add-On Cost, click AOC to chargeback a specific add-on charge for that line. AOC Level Selections AOC Level Selections (MA69.2) displays.
  5. With Match Add-On Cost, view the invoice or receipt line detail totals.
    1. For the invoice, click Dtl to view invoice line detail. Invoice-Detail Level Totals Display (MA69.5) displays. The invoice detail level totals display, including the goods, add-on charge, and quantity.
    2. For the PO/receipt, click Dtl to view receipt line detail. PO/Receipts-Detail Level Totals Display (MA69.6) displays. The receipt detail level totals display, including the goods, add-on charge, and quantity.
  6. On the invoice or PO/receipt line, click asterisk (*) to display additional information about the invoice or receipt line.
  7. Process the match by clicking the Match form action.
    Note: Be aware that you cannot match an invoice that has tax out of balance on the goods or add-on charge.

    With Match Add-On Cost, invoices with miscellaneous add-on charges must be matched using AOC Level Detail Match (MA69.1).

Related reports and inquiries

To Use
List open receipts

Receipt Edit Report (MA231)

You can list open receipts for a company, or for a company and a vendor.
List unmatched invoices Unmatched Invoice Listing (AP252)
Summarize all unmatched invoices and receipts that are available for matching Match Pool Display (MA91.1)
Display all invoice-related transactions at the line level All Transactions for Invoice (MA90.2)
View all receipt or invoice details Match Analysis Details (MA90.3)
Display all receipts that are partially matched and are ready to be archived Ready to Archive Receipts (MA90.4)
View miscellaneous add-on charges for an invoice Misc AOC for an Invoice (MA90.5)
List the match status of invoices

Match Analysis Report (AP251)

You can print the report by company, pay group, or vendor group. You can also print the report in detail or summary and for a range of invoice details.
View the chargeback and the details

Distribution Adjustments (AP30.2)

Invoice Search by Vendor - Invoice (AP90.1)

Invoice Search by Purchase Order (AP90.4)
Print chargebacks Chargeback (AP131)
Inquire on the history for a purchase order line PO Line Item History (PO64.1)
Create a report of released receiving adjustment activity Receiving Adjustment Log (PO133)
Related topics