Purchase Invoice Generate/Match Actions

Using the options available from the Action menu on the Purchase Invoice Generate/Match form, you can generate invoice lines, or generate and match them to existing purchase order lines.

If you need to amend details such as the quantity or value on the invoice lines that you have generated, you must do so before you match them. For example, the original order may be for a quantity of 200, but you only want to raise an invoice for 150. When you match the lines, any tolerances that have been set up are applied.

To use these actions, place the cursor on the required purchase order on the Purchase Invoice Generate/Match form and use the Action menu.
Select Generate Invoice to generate an invoice for the whole of the selected purchase order, without matching it in the purchase order record. Only order lines that have not been matched or are partially matched are generated.
Click Exit to return to the Purchase Invoice Entry. The details of the invoice lines generated are displayed on the form.
Select Generate and Match to generate an invoice for the whole of the selected purchase order and match it to the purchase order. Only order lines that have not been matched or are partially matched are generated.
Click Exit to return to the Purchase Invoice Entry form. The details of the invoice lines generated and matched are displayed on the form.
Select Line Details to pick one or more lines on the purchase order for invoice generation or matching. Only order lines that have not been matched or are partially matched are generated.
Specify this information:

Purchase Order Reference

Line Number

Item Code

You may find that an item on the purchase invoice has a different unit of purchase to that on the order. They can only be matched if the relevant unit conversions have been defined.

You can also use alternative items as defined in the Item Master. That is, the item code on the invoice must be defined as an alternative item in the Item Master record for the order item.

Description

Order Date

Order Line Quantity

Outstanding Quantity

Unit of Purchase

Status of Invoice

Unit Price

Transaction Currency Code

Transaction Line Value

Outstanding Value
Save your changes.
To work with Purchase Invoice Generate/Match Line Actions, highlight the required purchase order lines on the form and from the Action menu select one of the following options:
- Generate Invoice - Select this option to generate an invoice for all the highlighted purchase order lines, without matching them to the purchase order lines.
- Generate and Match - Select this option to generate an invoice for all the highlighted purchase order lines and match them to the purchase order lines.
- Generate All - Select this option to generate an invoice for all the lines on the selected purchase order, without matching it in the purchase order record.
- Generate and Match All -Select this option to generate an invoice for all the lines on the selected purchase order and match them to the purchase order lines.
Click Exit twice to return to the Purchase Invoice Entry form.