Defining a match company

Access Company (MA01.1).

Define a company number.

Select the Main tab. Define matching options at the company level. Use these guidelines to specify the field values:

Match Table

Required. A match table contains the rule groups for match processing.

Pool Option

Required. A match pool is a group of invoices and receipts for matching. The pool option determines the combination of receipts/purchase orders and invoices to use for matching. The more specific pool option that you select, the smaller the number of invoices and receipts in the matching pool.

These are the available pool options:

Company/Vendor (use to match an invoice to multiple purchase orders)
Company/Vendor/PO (use to pull invoices by vendor and purchase order)
Company/Vendor/PO/Ship To (use if you have locations)

Match Class

Assign a match class to the company.

Handling Code

Select a default handling code for invoices assigned to this company. You can override this code at the process level, vendor class, vendor, vendor company, and invoice entry.

Validate Purchase Order

Determines if the purchase order number will be verified in the application. This field must be set to Y to create PO cost messages.

Require Purchase Order

Determines if a purchase order number is required.

Define your account information. Use these guidelines to specify the field values:

PO Receipt Accrual

Required. Used as a temporary holding account to track the amount of inventory, non-stock, and special items that have been received but not yet invoiced.

Item Cost Variance Suspense

Required. This is a temporary holding account that is used to offset a cost difference between the invoice unit cost and receipt unit cost for an inventory item. This transaction is passed to the Inventory Control application for posting. Used with detail match (for inventory items only).

Invoice Tolerance

Required. The posting account for differences between the invoice and the receipt at the invoice match level and detail match for specific situations.

Receipt Write-Off

Required. This account is used to write off old receipts for non-inventory items that cannot be matched.

Match Write-Off

Required. This account is used to write off amounts you have paid for goods that you do not expect to receive or goods written off when receipts are adjusted.

Matched Not Received

Required. This temporary holding account is used to post amounts you have paid for goods but not yet received. Used for inventory items only.

Inventory Receipt Archival

Required. This is the posting account used to post amounts for items that:

you paid for but do not expect to receive
you received but do not expect to pay for

AOC Differences

This is the account used to post add-on charge differences when the invoice add-on charge is greater than the receipt/purchase order add-on charge (for both miscellaneous and non-landed add-on charges) when you perform detail-level matching.

Note: This field is only valid if you are using Match Add-On Cost.

Match Prepay Differences

Required. This is the account used to post match prepay differences for Invoice Level match transactions. Discrepancies for prepaid Detail Level match transactions post to the Item Cost Variance Suspense account or the Item Expense account.

Note: This differences account also includes transactions that are closed from running Prepaid Invoice Not Received (MA168).

Underbill Write-Off

This account is used under two circumstances. During an Invoice Level match, this account is used when the invoice amount is less than the receipt amount. Open Receipt Archive (MA180) posts to this account if there is no invoice for a receipt or the invoice amount is less than the receipt amount.

Note: This account supersedes the Inventory Receipt Archival account.

Select the Options tab to define other optional information including discount parameters and accounts, EDI options, and ERS options.

Use these guidelines to specify the field values:

Discount Recognition: Determine whether the discount accrual is generated during the match or when the payment is closed (the default is Payment).
Discount Accrual Account: Used in Match Discount Accrual (AP176) as the posting account for the discount accrual.
Invoice Detail No Receipt: Indicate which account is used when an invoice is matched without a receipt (valid for a detail match, inventory items only).
Invoice Detail Exceeds Receipt: Indicate which account is used when the item quantity on an invoice exceeds the receipt quantity (valid for a detail match, inventory items only).
Currency Rate Set Point: Indicate when the currency rate was set for the purchase order (at purchase order entry, receiving, or invoicing). The default setting is Purchase Order Entry.
Automatic Chargeback Hold Code: Select the hold code to assign to chargebacks.
Hold Receiver Until Inspected: Indicate whether to withhold receiving lines that need inspection from being matched until inspection is complete. The default setting is No.
Summarize Distributions: Indicate whether you want to summarize distributions (Yes) or store them in detail in the match process (No). Summarizing in detail lets you view the items that were invoiced, and how much they were invoiced.
EDI Invoice Automatic Release: Select whether the company automatically releases EDI AP only invoices. The default setting is No.
ERS Location Control: Indicate whether the company controls ERS by ship-to location. The default setting is No.
ERS Cost Update: When you enter an ERS receipt using PO Receiving (PO30.1) you can specify a cost that is different than the PO line unit cost. Select Yes in this field to be allowed to change the cost for ERS receipts on PO30. Select No to not be allowed to change the cost for ERS receipts.

Select the Vendor Claims tab to define vendor claims information.

Use these guidelines to specify the field values:

Replace Return Goods

Indicate whether returns to the vendor should automatically create a purchase order to replace the returned goods.

Ship or Hold Return Goods

Select Ship or Hold to indicate whether returns to the vendor are physically shipped to the vendor or held at your location.

Vendor Claim Write Off Amount

Enter an amount that will be used to determine whether a return to a vendor is justified. The application compares the amount you enter here to the value of an adjustment or rejection. The value of the adjustment or rejection must be equal to or greater than the minimum claim amount to create a return. This value can be defined at both vendor and company level.

Vendor Claim Type

Indicate how the return will be satisfied. These are the options included:

Chargeback — To generate a chargeback for each return
Credit Memo — To wait for the vendor to send you a credit for the return
No Charge — If you never receive credit for the return (for example, all returns are automatically replaced)

Vendor Claims Chargeback Hold Code

If a vendor return is made with a chargeback and you want to hold the chargeback for review, then select a hold code to assign to the chargeback.

Select the Messaging tab to define invoice messaging options.

Using invoice messaging

Determine if you will be using PO Review messaging. Use these guidelines to specify the field values in the Purchase Order Review section:
PO Cost
Select Yes if you want to create Purchase Order Review messages when:
- Adding an invoice and a discrepancy exists when the invoice line cost is compared to the PO line cost
Using invoice messaging
Service
Indicate when you want to create service messages for service purchase orders and service agreements. Choose from the following options
- Extended Amount Only– creates a message for amount type services when the accumulated total of the invoices surpasses the amount of the service, taking into account any tolerances that have been established.
- Over/Under Quantity/Cost– creates a message on quantity and amount type services both over and under differences for quantity type invoices and over of amount type services. This applies to service purchase orders and service agreements.
- Under Quantity and Cost– creates a message when a received invoice is less than amount or quantity in service purchase order or service agreement.
- No Message– creates no message regardless of the difference in the invoice received and the service purchase order or service agreement.
- Over Quantity and Cost – creates a message when a received invoice is more than the amount or quantity than the service purchase order or service agreement.
Rule Group

Select which rule group to use for messaging tolerances. For PO Cost messages, your rule group can define over/under cost tolerances. For Service messages, your rule group can define only over tolerances.

Note: If the vendor is assigned a rule group in Vendor (AP10.1), it is used before the rule group from Company (MA01.1). You must select Yes in the messaging fields for defaulting to occur.

Rule Order

Define which rule in a rule group to use for messaging tolerances. Must point to the Detail Match rule.

Workflow

This option is available only if you use Infor Process Automation and have the Purchase Order Cost Message service enabled. If you select Yes in the PO Cost and Workflow fields, this service notifies the buyer when a PO Cost message was created.

See the IPA Services for Infor Lawson Reference Guide.
Determine if you will be using Reconciliation Match messaging and consider these fields in the Reconciliation Match section:
Over Tolerance, Under Tolerance
Select Yes for the type of Reconciliation Match message(s) that you want to create.

Valid combinations are:
- Yes in both fields
- No in both fields
- Ignore in both fields
- Yes in one field and No in the other
Note: If Ignore is selected, then the message is created, however the Review Invoice Message (MA66.1) screen will not automatically open to notify the user that a message was created after the match is attempted.

Using invoice messaging
Workflow

If you use Infor Process Automation and have the Reconciliation Invoice Message service enabled, this service creates a work unit when a match was attempted and there are differences between the invoice and the receipt.

See the IPA Services for Infor Lawson Reference Guide.

Rule Group

Select which rule group to use. For Reconciliation Match messaging, your rule group can contain rules for over/under cost/quantity tolerances. Defining Match Rules and Match Rule Groups

Rule Order

Select which rule in a rule group to use for messaging tolerances. The rule must be a Detail Match rule.
If you use Infor Process Automation, consider these fields in the Additional Workflow Options section.

No. Receipt

Indicate the number of receipt days to send a notification of No Receipt.

Days to Work

If an invoice did not match and the base date is less than the run date plus the number of Days to Work, then a process message is created.

Processing Option

Indicate whether the messages created are for online, batch, or both online and batch processing.

Base Date

Specify a base date (due date or discount date). If the base date is less than the program date plus the number of receipt days, then a notification is sent if there were no receipts in the match pool for the invoice.

Select the Financial Reporting tab to decide whether to create financial reporting for invoices and receipts. If you create financial reporting, then you can extract information about invoices and receipts and send the information back to your stock ledger and purchase journal (or a non-Lawson data file).

Use these guidelines to specify the field values:

Create Financial Reporting for Invoices: Decide whether to create financial reporting for invoices. If you select this field, then you must run Financial Reporting Update (AP177) or Build IC Financial Reporting File (IC131) .
Create Financial Reporting for Receipts: Decide whether to create financial reporting for receipts. If you select this field, then you must run Financial Reporting Update (AP177) or Build IC Financial Reporting File (IC131).
Account Setup button: Click this button to identify the general ledger accounts that contain the information that you want to send back to your stock ledger.

Select the Add form action to add the company.

Defining a match company

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