Transcript AP-PO Matching in 8.0

Rocky Mountain Lawson User
Group
September 12, 2002
AP to PO Matching in 8.0
Steve Kleekamp,
Lawson Software
7x to 8x Differences
MA40 is gone. All Invoices are processed in AP20.
New Accounts
Add-on-Cost (AOC) can now be used for allowances
(discounts)
Process Levels default from Requesting or Ship To
Locations
Batch Program for Volume Match
Batch Programs to “write-off” RNI and INR
Over and Under Tolerances
Match elements are the line item details that will be used in line invoice
match or detail match. Line item details are the information used to
compare invoice lines to receipt lines when you are performing a line
invoice match or detail match.
A match class contains a hierarchy of line item details, which are the
elements used in matching. A match class can contain a single element or as
many as ten elements. The match class you define determines how an
invoice line will be matched. You can assign a match class to one or more
companies.
A match class contains a hierarchy of line item details, which are the elements
used in matching. A match class can contain a single element or as many as
ten elements. The match class you define determines how an invoice line will
be matched. You can assign a match class to one or
more companies.
MATCH RULES & MATCH RULE GROUPS – MATCH RULES determine
how invoices are matched (used to define different processing rules to be used
at different times in the matching process. A MATCH RULE GROUP consists
of up to six match rules. You can assign up to three match rule groups to a
match table. NOTE: You should set up at least two match rule groups, one for
service and one standard.
MATCH RULES & MATCH RULE GROUPS – MATCH RULES
determine how invoices are matched (used to define different processing
rules to be used at different times in the matching process. A MATCH
RULE GROUP consists of up to six match rules. You can assign up to three
A match type determines the type of match you want to attempt. Match types are as follows:
1:1 – One invoice to one receipt
1:A – One invoice to all receipts
A:1 – All invoices to one receipt
A:A – All invoices to all receipts (fill in the types as shown below)
Define a unique
name and
description for
the match rule
group.
The match level is an attribute of a match rule that determines what level of
detail you want to use when matching invoices to receipts. There are 3 match
levels.
IM-INVOICE MATCH – Invoices and receipts are matched at the header level,
the invoice total is matched with the receipt total.
LIM-LINE INVOICE MATCH – In addition to matching at the header
information and totals, line details are matched to ensure items on the invoice
also exist on the receipt.
DM-DETAIL MATCH – Individual detail line amounts are compared to the
extended line amounts to identify a match.
Fill in levels as shown above.
Select whether to use extended cost or unit cost
For comparison of tolerance amounts for each
Rule. This is required on a DETAIL MATCH
RULE. Fill in the fields as shown above.
If you have multiple rules, number the
rules in the sequence the rules will be
processed.
Fill in the fields as shown above.
Select whether a “charge back”
will automatically be generated
when over tolerance. Charge
backs will be generated for over
tolerance only.
Type an over tolerance
amount.
Type an over tolerance percent.
Type an under tolerance
amount.
Select whether this is an AND/OR tolerance.
COST CLOSED MESSAGE – Yes indicates
that if the match is not within under tolerances, a
message will be created and closed so that no
further action can be taken upon it.
COST OPEN MESSAGE-Yes
indicates that you want a message
created that will be treated like all
other invoice messages if the
match is not within under
tolerances.
COST REASON CODE – A reason code
is required if you selected to have closed
messages.
MATCH TABLE – A match table is a structure which contains
the rules for match processing. The match table in conjunction
with the match rules that are assigned to it, determine at what
processing level the match will occur, when the match will be
attempted and the processing rules for the matching attempt.
Select whether charge backs are to be created
for the net difference of the invoice or for the
overage only. This applies to Detail Match
invoices only. The default is net.
Select
whether the
match table
will be
assigned to a
company , a
vendor or
both.
Select a Match Rule Group (previously defined), up to
three rule groups can be assigned to each Match Table.
MAFL
Handling Codes are established to tell the system how to handle each invoice
coming into the system. Handling Codes define the rules for editing an invoice
during invoice entry and the rules used to process the invoice.
MAFL
Select POOL OPTION. A MATCH POOL is a
group of invoices and receipts with the same
attributes. The pool option determines the
combination of levels to use for matching.
COMPANY/VENDOR
COMPANY/VENDOR/PO
COMPANY/VENDOR/PO/SHIP TO
ACCOUNT INFORMATION-
MUST BE DEFINED IN THE GL PRIOR
TO THIS SET-UP.
PO RECEIPT ACCRUAL – REQUIRED, Suspense account for NON-INVOICED items.
ITEM COST VARIANCE SUSPENSE – REQUIRED, The posting account for differences between the invoice and the receipt
at the detail match level.
INVOICE TOLERANCE – REQUIRED, The posting account for differences between the invoice and the receipt at the
invoice match level.
RECEIPT WRITE-OFF – REQUIRED, The posting account used when archiving receipts from the system.
MATCH WRITE-OFF – REQUIRED, The posting account used when you indicate “write off” under the following
Conditions: invoice detail no receipt and invoice detail exceeds receipt.
MATCH NOT RECEIVED – REQUIRED, The posting account used in a detail match for quantity differences and in
Match invoice approval (MA61) when an invoice is approved without receipt.
Use this field to choose to withhold receiving
lines that require inspection from being
matched until they have been inspected.
Define which rule in a rule group to
start with for messaging tolerances.
this prevents unnecessary processing.
Indicates if this is the default
Process level for the company.
Questions?