Select Purchase Order for Invoice Matching

This document explains how you select one or several purchase orders (PO) to be matched to a supplier invoice. If you do not know the PO number, you can use the delivery note number or the supplier order number for this purpose instead.

This activity can be completely automated, depending on your settings and from which program the selection is made.

Outcome

Invoice lines are created in ‘Supplier Invoice. Match GR Line’ (APS360/B) based on either the goods receipt lines connected to the selected PO or the PO line (see comment to step 2 below).

If you decided to automate the matching process after manually selecting PO or PO lines and no problems were involved, the invoice is approved and assigned a voucher number. Any minor variances are automatically written off. However, if the matching is incomplete, you stop in (APS360/B).

When needed, adjust the invoice line amounts, quantities or charges in (APS360) before completing the matching. If necessary, a debit note may be created for the invoice lines in ‘Supplier Invoice. Create Debit Note’ (APS364).

The POs selected are reserved and cannot be used for another matching unless you manually release them in ‘Supplier Invoice. Select to Match’ (APS350/B) or cancel the preliminary voucher in (APS360).

If the matching was automated after manually selecting PO or PO lines, account entries offsetting the PO lines are created and included in the preliminary voucher.

Before you start

  • A PO must be registered in ‘Purchase Order. Open’ (PPS200).
  • If this activity is carried out for a new invoice, a detail record with ‘Next manual step’ larger than 1 must be selected under FAM function AP10 in ‘Supplier Invoice. Record’ (APS100/B).
  • You must have defined in which situations PO lines can be selected when goods have not been received, in the ‘Invoice approval condition 1’ field for the supplier in 'Supplier. Define Purchase & Financial' (CRS624).

Follow these steps

Initiate PO Selection

  1. To reach ‘Supplier Invoice. Select to Match’ (APS350/B), select one of these alternatives:

    • In ‘Supplier Invoice. Record’ (APS100/E), enter workflow 4 in the ‘Next manual step’ field and press Enter
    • In ‘Supplier Invoice. Recode’ (APS110/B), enter workflow 3 in the ‘Next manual step’ field and select option 11 = ‘Invoice control’ for the invoice. (This applies if alternative 1 or 2 is selected in the ‘Accounting date – display/selection’ field in (APS110/P).)
    • In ‘Supplier Invoice. Recode’ (APS110/B), select option 11 = ‘Invoice control’ for the invoice. In (APS112/E), enter workflow 3 in the ‘Next manual step’ field and press Enter. (This applies if alternative 3 or 4 is selected in the ‘Accounting date – display/selection’ field in (APS110/P).)

  2. To identify the goods receipts, select one of these sorting orders in (APS350/B):

    • 1=PO numbers (only incompletely invoiced POs; default value)
    • 2=Delivery note numbers
    • 3=Supplier order numbers
    • 4=PO numbers (all POs).
    • 5=PO numbers (for one supplier number only)

      Note: Alternatives 1–3 and 5 only display records that are not completely invoiced (that is, with invoice matching status = 0). When you select a record, all goods receipt lines connected to the record are selected as well. A prerequisite for this is that the goods receipt line is not completely invoiced and that it is not held by another invoice.

      Alternative 4 displays all POs. When you select a PO record, all goods receipt lines for that PO are selected. If no goods receipt transactions are found, the PO line itself is selected instead.

  3. Enter the corresponding number specified on the invoice. Press Enter.

  4. To proceed, select one or several of these alternatives:

    • To select all the goods receipt lines connected to the number, use option Select to highlight them
    • To release an already selected number, select option Release
    • To review the goods receipt lines connected to the number, select option 11=’Received lines’ to activate ‘Supplier Invoice. Select Transactions to Match’ (APS351/B). If you want to select only some of the goods receipt lines connected to the number, use option Select to highlight them and press F14. Press F3 to return to (APS350).

  5. If you want to select several POs to match, return to step 3.

  6. When you are finished, select one of the following alternatives:

    • Press F14 to create invoice lines and continue the matching process manually in (APS360)
    • Press F15 to create invoice lines and start an automatic matching process, corresponding to workflow (Next Manual Step) 8.
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