Expense invoice

Non-PO invoices are automatically identified and processed as expense invoices. This ensures they are correctly routed for coding and approval without being subjected to purchase order matching.

An invoice is treated as an expense invoice under these conditions:

  • No Purchase Order Number or Delivery Note Number: The automated data extraction process does not find a valid Purchase Order (PO) number anywhere on the invoice document.
  • Forwarding Agent or Freight Invoices: M3 supplier master data is used to automatically categorize certain invoices as expenses, even if a PO number is present. This applies in these two key scenarios:
    • Forwarding Agents: The supplier is categorized as a Forwarding agent (Supplier category 5) in 'Supplier. Open' (CRS624).
    • Freight Invoices: The supplier is flagged as a freight or logistics provider according to your business rules.
  • The header_line_matching field in the RPA Arguments is set to Expense Invoice, which indicates that PO matching should not be used.

Expense invoice processing in M3

If an invoice is identified as an expense invoice, this process is followed:

  • No Invoice Matching: The invoice is not matched against a purchase order.
  • APS450 Configuration: The Invoice matching (IMCD) field in 'Supplier Invoice. Batch Entry' (APS450/E) is automatically set to 0 – 'No matching to purchase order'.
  • Accounting: The invoice amount is typically posted to a predefined suspense or clearing account. An Accounts Payable user then manually codes the expense to the correct cost center or GL account in a subsequent step.