Reconciling at the Invoice Level

You can match invoices to receipts at the invoice level during the reconciliation process.

To reconcile invoice level matches

Access Invoice Level Match (MA60.2).

– or –

Access Reconciliation Queue (MA60.1) and click the IM button to select an invoice for reconciliation.

Note: If after opening Invoice Level Match (MA60.2), you decide to match at the detail level, click the DM button to open Detail Match (MA60.3). Use MA60.3 to match at the detail level.
This can only be done if the details were entered for the invoice.
Click the Filter button to narrow the list of invoices.
Select the invoices or receipts.
- Optional. Select all invoices or receipts in the pool for matching by typing one of the following in the Select field:
  - Select All Invoices
  - Select All PO/Receipts
  - Select Both
  - Unselect All Invoices
  - Unselect All PO/Receipts
  - Unselect Both
  - or -
  
  Select an invoice and PO/Receipt by using the Select line action.
  
  Note: Review the totals area of the form (Invoice/Receipt/Discrepancy) to keep track of the total amounts you selected.
Once you have completed either of these, you process the selections by choosing the Select form action.
To create a chargeback for the discrepancy amount (for reconciling at the invoice level):
1. With Match Add-On Cost, click the Chargeback All button to open Chargeback Header Selection (MA60.7) to chargeback goods and add-on charges for the invoice(s). Select Yes in the Chargeback field.
  
  The hold code puts the chargeback on hold when it needs to be verified against paper documents sent by the vendor, or approved before taking the chargeback. The chargeback is posted to the invoice tolerance account when Invoice Distribution Closing (AP175) is run.
2. With Match Add-On Cost, there are two ways to perform a chargeback for the specific add-on charges on the invoice.
  - Access Invoice Level Match (MA60.2) and click the AOC button. You are transferred to AOC Level Selections (MA69.2).
  - Access Detail Level Match (MA60.3) and click the Header AOC button. You are transferred to AOC Level Selections (MA69.2).
3. With Match Add-On Cost, click the CB button (from either MA60.2 or MA60.3) and Chargeback Detail Selection (MA62.7) appears. Decide whether to mark the invoice for chargeback and select the reason code, indicating the reason for creating the chargeback.
With Match Add-On Cost, view the totals for the invoice or receipt.
1. For the invoice, click the Dtl button and Invoice-Invoice Level Totals Display (MA69.3) appears. The invoice number, goods, add-on charge, and quantity totals display.
2. For the PO/Receipt, click the Dtl button and Receipts-Invoice Level Totals Display (MA69.3) appears. The receipt number, goods, add-on charge, and quantity totals display.
Click the AddCmt button to determine which comment types to attach to the invoice.
On the invoice or PO/Receipt line, click the asterisk (*) button to display additional information about the invoice or receipt lines.
Process the match by selecting 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. Invoice Level Match (MA60.2) only allows invoices with Match handling code to be matched.

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

Related Reports and Inquiries


To	Use
List unmatched invoices	Unmatched Invoice Listing (AP252)
List unmatched receipts	Unmatched Receipt Listing (MA231)
Summarize all unmatched invoices and receipts that are available to be matched	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)