Reconciling at the item detail level

Use this procedure to match invoices to receipts at the detail level. Before you can match invoice detail lines, all invoice lines must be in a match set.

Complete these steps to reconcile a detail-level match.

  1. Access the Detail Match page.

    The page displays invoice detail lines and receiver lines.

    The automatic match functionality will put any evenly matched items in a match set in the Sets table at the top of the page. To be automatically matched, items must have the same item number, cost, quantity, and unit of measure. To review a set, click it. The View Set page displays the automatic set.

    Note: If you have the Add-On Cost functionality and you have miscellaneous AOC, then the application creates an automatic set called MISC AOC.

    You can automatically select line items that have the same cost or quantity by clicking Cost Set or Quantity Set above the Sets table. This will move items into the working set area, after which a set can be created by clicking Create Match Set.

  2. In the Invoice Lines table, select the invoice lines that you will match to the receiver lines.

    The invoice detail line that you select will be moved to the top of the list and become part of the working match set. You can view a summary of the working set in the Working Set table.

  3. In the Receiver Lines table, select the receiver lines that you will match to the invoice lines that you selected.

    The receipt line that you select will move to the top of the list and become part of the working match set. You can view a summary of the working set in the Working Set table.

    Note: You can change the width and height of the invoice lines and receiver lines by clicking and dragging from the side or top of the table.
  4. Optionally, if you have the Add-On Cost functionality, then you can view the AOC for individual invoice or receipt lines.
  5. Optionally, you can create a chargeback on an invoice line. Click the Chargeback icon. The Chargeback page lets you enable the chargeback and specify a reason code on the system-generated chargeback.
    Note: If you have the Add-On Cost functionality, then a chargeback on the line will chargeback both goods and add-on cost discrepancies.
  6. Click Create Match Set to move invoice and receiver lines from a working set and create a set.

    The match set displays in the Sets table.

    Smart Reconciliation counts the total number of sets, computes the total chargeback amount, and displays it in the summary section.

    Note: The computed total chargeback amount depends on the detail chargeback type of the match table that your company uses.
  7. Optionally, if you have the Add-On Cost functionality, then you can view the AOC for the set.
  8. Optionally, to review a match set, click the set name in the Sets table. The View Set page displays the set.
  9. Optionally, if you have the Add-On Cost functionality, then you can perform a chargeback for specific add-on costs on the invoice.
    1. Click the Add On Cost icon.
    2. The Add On Cost page displays and you can select to chargeback all or create chargebacks on individual invoice lines.
  10. Optionally, to create a chargeback for the discrepancy amount, select the Chargeback Total Discrepancy check box.
  11. When all invoice lines are in a set, click Match.

    When the match is complete, you will see a message indicating the match completed. If a chargeback was created, then the message Match with Chargeback displays. If there are discrepancies, then the message Matched out of Tolerance displays. If a reconciliation message is created, then the message Reconciliation Message Created displays.

    See the information about reconciliation messages in the Invoice Matching User Guide.