Creating ERS Invoices

You can create invoices for a vendor setup with Evaluated Receipt Settlement (ERS) processing. Receipt information is used to create an invoice, instead of the vendor providing an invoice that must be entered manually. The receipts must be for purchase orders with an invoice method of Invoice Not Required. This procedure outlines the process to create ERS invoices. For more information on ERS Invoice Creation (MA530), see the Invoice Matching File Layouts in KB2218700 in Infor Customer Portal.

To create ERS invoices

  1. Access ERS Invoice Creation (MA530).
  2. Enter job parameters. Use the following guidelines to enter field values:
    Company

    Select the Invoice Matching company. Leave this field blank if you want to process all companies.

    Default Process Level

    Select the process level to default to the created invoices.

    Vendor

    Select the vendor to process. If you select a vendor, you must also select a company.

    Leave this field blank if you want to process all vendors.

    Starting Batch

    Enter a starting batch number if you selected the batch invoice entry option for your company. Unreleased invoices are assigned to batches.

    Batch Size Limit

    If you enter a starting batch number you must enter a batch size limit. A new batch is created when the maximum batch size is reached.

    Default Authority Code

    Enter the authority code that identifies the person or department responsible for approving a registered invoice.

    Journal Book

    Enter the journal book assigned to the transaction.

    Invoice Process

    Select Add to load only the invoices into the application. The invoices are created with a status of unreleased.

    Select Add and Match to load and match the invoices. The application will load and then match the invoice using the rule group selected in the Match Table Rule field. If the match is successful, the invoice status is updated to released.

    Match Table Rule

    Select the rule group to use when Add and Match is selected in the Invoice Process field.

  3. Add the job.
  4. Submit the job. This program creates the following output reports.
    Fatal Errors Report

    Lists any receipts for which invoices could not be created due to severe data problems (for example, the invoice number on the receipt is a duplicate of an existing invoice). Invoices for these receipts must be entered manually.

    Release Exceptions Report

    Shows warning messages for released invoices (for example, a miscellaneous add-on charge/allowance was added at receipt time.) You may want to review these messages for vendor conformance to your ERS program.

    Unreleased Exceptions Report

    Shows warnings and error messages for unreleased invoices.

    Released Audit Report

    Lists all of the released invoices that were created.

    Unreleased Audit Report

    Lists all of the unreleased invoices that were created.

Follow-up Tasks for Creating ERS Invoices

  • You can maintain invoices that have not been matched using Basic Invoice (AP20.1), Taxed Invoice (AP20.2), or Detail Invoice (AP20.3).

  • You must match your invoices if you did not do so during this procedure. Matching invoices

  • If matching is successful, the invoice is ready for payment.