Defining Handling Codes

Handling codes define how to process an invoice during invoice entry.

To define invoice handling codes

  1. Access Handling Code (MA05.1).
  2. Type a unique handling code and description.
  3. Optional. Select the company.

    If you select a company, the handling code can only be used by that company.

  4. Define the handling code. Use the following guidelines to enter field values:
    Match Invoice

    Determine whether to attempt to match invoices assigned this handling code. To enter a handling code for expense invoices, select No.

    Note: An invoice with match and service lines is considered a match invoice and a match handling code should be used.

    With Match Add-On Cost, you must select Yes in the Match Invoice field and select Yes in the Use PO Charges and Allowances field to be able to match with add-on charges. To have the PO AOC charges and allowances systematically added to the invoice from the PO, select Yes in the Use PO AOC and Allowance field. This will limit the intervention needed to get the invoice moved through match.

    AP Detail Invoice

    Indicate if invoices assigned this handling code have more detail information (item and quantity information) than expense invoices. Determines whether line item detail is required for invoices assigned this handling code.

    If you select Yes, you must have already defined an accounting unit and account using Accounting Units-Accounts (GL20.1). Click the Account button to assign distribution accounts and user analysis information (if you use the Strategic Ledger application) to the handling code.

    Drop Ship

    Indicate whether goods are being shipped by the vendor (directly to a non-standard location).

    Service Only Invoice

    Select whether this handling code is for service only invoices.

    Add On Cost Only Invoice

    Select whether this handling code is for add-on charges/allowances only invoices.

    Use PO Charges and Allowances

    Select if the application should default add-on charge/allowance information from the purchase order and include it on the invoice.

    Voucher Number Required

    Indicates a voucher number is required on an invoice.

    Note: This field setting overrides the Voucher field set at the Accounts Payable company. Lawson recommends selecting Yes in this field if you use voucher processing.
  5. With Match Add-On Cost, click the Cost Component Option button if you want the match criteria to include the AOC charges or allowances in the match comparison between the invoice and receipt/purchase order. The Cost Component Option (MA05.8) form displays, and you can optionally select a different rule group and rule order to be used for the match. However, this overrides the rule group and rule order that was set up at the vendor class or vendor level.

    Add-on charges can be set up as costs, which add to the invoice and/or PO cost or allowances, and which subtract from the invoice and/or PO cost.

  6. Select the Add form action to add the handling code.

Related Reports and Inquiries

To Use
List invoice handling codes Code Listing (MA205)