Select Goods Receipt Lines for Invoice Matching

This document explains how you identify the goods receipt lines to use for creating invoice lines in the supplier invoice/purchase order (PO) matching.

This activity can be completely automated. However, if you do not know the exact details or there are several purchase orders for the invoice, for example, you can do the selection manually.

Outcome

Invoice lines are created in 'Supplier Invoice. Match GR Line' (APS360/B) based on the selected goods receipt lines.

If you decided to automate the matching process after manually selecting the goods receipt 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).

Verify and adjust the invoice lines in (APS360) before completing the matching. If necessary, a debit note can be created for the invoice lines in 'Supplier Invoice. Create Debit Note' (APS364).

The goods receipt lines or PO lines selected are reserved and cannot be used for another matching unless you manually release them in 'Supplier Invoice. Transactions to Match' (APS351/B) or cancel the preliminary voucher in (APS360).

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

Before you start

  • A PO must be registered in 'Purchase Order. Open' (PPS200).
  • Goods receipt transactions must be created in 'Purchase Order. Receive Goods' (PPS300).
  • 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).

Follow These Steps

Initiate Goods Receipt Selection

  1. To reach 'Supplier Invoice. Transactions to Match' (APS351/B), select one of the following 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 4 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 4 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. Review the goods receipt lines and the information displayed in (APS351/B): PO number, sequence number for PO line, sub number for the PO line, receiving number, receipt type, receipt date, item number, warehouse, and reported quantity. The receipt types used are: 1 = Standard goods receipt transaction from (PPS300); 2 = Claim transactions; 3 = Standard goods receipt transaction to be used for self billing.

  3. Select one of the following alternatives:

    • To search for goods receipt lines, go to step 4.
    • To search for PO lines when the goods is not reported as received and consequently no goods receipt lines exist, go to step 9.
    • To select lines, go to step 11.

    Search for Goods Receipt Lines

  4. In (APS351/B), select 1 = 'Only lines for received goods' in the 'Display not received line' field.

    The field is only displayed if sorting order 1 is selected.

  5. Enter any of the following ranges to limit or broaden the selection of displayed lines:

    • PO number
    • Supplier
    • Supplier order number
    • Delivery note number

  6. If this is not sufficient, press F17 and enter additional ranges: Facility, warehouse, item number, receiving number and receipt date. Press Enter to review the selection in (APS151/B).

  7. When necessary, enter also a date up to which goods receipts should be registered.

  8. To get additional information about a line, use any of the following options:

    • Select option Display to review transaction details
    • Select option 11 = 'Display PO line' to activate 'Purchase Order. Open Lines' (PPS201)
    • Select option 12 = Display PO header' to activate 'Purchase Order. Open' (PPS200)
    • Select option 13 = 'Display PO transactions' to activate 'Purchase Order. Display Line Transactions' (PPS330).

    Select PO Lines

  9. In (APS351/B), select 2 = 'Purchase order line is displayed together with the corresponding goods receipt lines' in the 'Display not received line' field.

    The field is only displayed if sorting order 1 is selected.

  10. Enter the PO number and press Enter or use any of the selection fields described in steps 5–7.

    Select Goods Receipt Lines

  11. Use option Select to select the lines to include in the matching.

  12. If you selected a line by mistake, undo the selection by using option 3 = Release.

  13. 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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