Assigning an AOC to a Match Invoice

This procedure describes the process for assigning add-on charges (AOCs) to a match invoice.

To assign an AOC to a match invoice

  1. If the add-on charge is on the purchase order, perform this step.

    Verify or change the add-on charge information. The add-on charges on the purchase order will default to the invoice if the Use PO Charges and Allowances field is set to Yes on Handling Code (MA05.1).

    1. From Basic Invoice (AP20.1), click the PO AOC button to access AOC Detail - PO (MA41.1) to verify or adjust the add-on charge/allowance information that is spread to specific lines.

      – or –

      Access Miscellaneous Add-On Cost (MA41.4) to verify, adjust, or add the miscellaneous (no spread) add-on charge/allowance information for the header. Skip to step c.

    2. Select the Inquire form action to populate the fields on Add-On Cost Detail - Purchase Order (MA41.1). Use the following guidelines to enter field values:
      Line

      Enter or select the line to spread the add-on charge/allowance to.

      Leave this field blank if you do not want to spread the add-on charge/allowance.

      Quantity

      Enter or adjust the add-on charge quantity. If you are not adjusting the quantity, it should equal the unmatched quantity.

      AOC Unit Cost

      Enter the AOC unit cost if the add-on charge/allowance unit cost did not default from the purchase order.

      If you change invoice detail before matching, be aware that the add-on charge amount will change proportionately, based on the goods quantity from Invoice Line Detail - Purchase Order (MA43.1). For example, if on a purchase order for two items, you have an add-on charge of $20, however the invoice is for only one of the items. The application reduces the add-on charge (proportionately) to $10.

    3. Select the Change form action to save any changes and return to Basic Invoice (AP20.1), Taxed Invoice (AP20.2), or Detailed Invoice (AP20.3).
  2. Perform this step to change add-on charges (regardless of whether on the purchase order), and make changes to miscellaneous add-on charges. Access AOC Approval Entry (MA41.7).
    1. Select the Misc AOC tab. Enter the add-on charge for the purchase order. Use the following guidelines to enter field values:
      Code

      Select a valid add-on charge/allowance (AOC) code for the invoice. The AOC code represents a charge or allowance associated with the invoice and indicates whether the AOC is spread or miscellaneous (no spread).

      Invoice AOC Amount

      Enter the AOC amount for the invoice.

      Accounting Unit

      Select the AOC accounting unit.

      Leave this field blank if you want the accounting unit for the AOC code to default.

      Account

      Select the account to post the add-on charge to.

      Leave this field blank if you want the account for the AOC code to default.

      Sub-account

      If you want to post the add-on charge/allowance to a sub-account, select the sub-account.

      User Analysis

      If your company uses the Strategic Ledger application, enter the user analysis values to include for only the add-on charge/allowance transaction.

      The line actions available are:

      • Add — Add the line as it is

      • Change — Change the miscellaneous AOC amount that was previously approved

      • Delete — Delete the miscellaneous AOC amount that was added on AOC Approval Entry (MA41.7) or brought over from the Purchase Order application (excludes the AOC from the invoice)

    2. Select the Spread AOC tab to add a spread AOC on the invoice that was not on the purchase order.
      Code

      Select the add-on charge to be spread.

      Invoice AOC Amount

      Enter the amount of the invoice add-on charge.

      Tax (line tab)

      View the taxable status and tax amount.

  3. Select the Change form action.
    Note: Add-on charges are not used as part of the match process only if the handling code used for the match is set to include. Cost Component must be set to yes on the handling code.
  4. Access Add-On Cost Detail - Purchase Order (MA41.1) and select the Match form action. If you attempt a match and receive a message that the match failed, see Chapter 7, Matching.

    If the match is successful, the invoice is ready for payment.

Related Reports and Inquiries

To Use
Access the add-on charges associated with an invoice Invoice AOC Detail Report (MA279)
Related topics