In PO related invoice, we can match Payables invoices to purchase order/work order or Purchase order receipts to ensure that you pay only for goods that you have received.
Matching Payable invoice to Purchase order/ Work order
For all suppliers other than material suppliers the match option will be set to Purchase order with 2- way match approval level.
To match invoice to purchase order / work order follow steps.
1. Select standard invoice type in the Invoice window. Enter all basic invoice information but do not manually enter distributions. Ensure that match option is set to Purchase order.
2. Choose Match to open find purchase orders for matching window.
3. If you have entered purchase order in Invoice header, it defaults PO number in find purchase orders for matching window. Otherwise select purchase order to be matched and choose find.
4. In Match to purchase orders window, select the ‘Match’ check box for the PO line to be matched with the invoice. Choose Match button. The invoice is matched with Purchase order and distributions are created for the invoice. If purchase order has tax lines, payable submits ‘To insert tax distributions’ concurrent program to populated tax lines in invoice line distributions .
5. Re-query the invoice and view distributions after completing the concurrent program.
6. Validate and account for the invoice.
Match Payable invoice to Purchase order Receipt
For all material suppliers, the Invoice Match option for the supplier site is set to Receipt, when you enter the invoice, the match action option will default to Receipt.
To create an invoice by matching the invoice with the purchase order receipt.
1. Select the Standard Invoice type in the Invoices window. Enter all basic invoice information but do not manually enter distributions that will not be matched.
2. In the Invoices window choose the Match button. Payable opens the Find Receipts for the matching window.
3. In the ‘Find Receipts for Matching’ window, the Matching Type defaults to Item indicating that we are matching a material invoice. Enter search criteria for the receipts to which you want to match the invoice. This can include the purchase order that the receipt was created against, the receipt number, and so on. Choose the Find button to navigate to the Match to Receipts window.
4. The Match to Receipts window displays the receipts that match your search criteria. The displayed receipts include receipts for purchase orders that have the Invoice Match option set to Receipt. We can choose the View Receipt button to see detailed information about any receipt.
5. In the Match to Receipts window, check that the billed quantity is less than the received quantity before proceeding to match each receipt line.
6. Create invoice distributions by matching them to a receipt. In the Match to Receipts window, select each receipt line you want to match to by selecting the Match check box. For each receipt line Quantity Invoiced defaults from unbilled quantity for the receipt, Unit Price defaults from the Purchase order, and Match Amount is calculated as Quantity Invoiced x Unit Price.
7. In the Match to Receipts window review the purchase order Payment Terms and Goods Receipt date. You can change the invoice payment terms in the Invoices window if it is different from one defaulted from the supplier site. Update terms date as goods received to date.
8. Complete the match and save your work by choosing the match button. This completes the match, closes the Match to Receipts window and the Find Receipts for Matching window, and returns us to the current invoice record.
9. You can review the new distributions in the Distributions window.
