You make a preliminary invoice final when you have received the remaining amount on the purchase order, thus closing the invoice as final. Also the postings update the General Ledger and are copied to the G/L transactions entry file.
- Follow the instructions in Make a preliminary A/P invoice final, but complete the following field before you click OK:
- Invoice matching
- Set this field to YES.
- On VAT amounts/default accounts entry, click OK.
- You access A/P invoice matching, Select goods reception transactions. In the header of this panel, the following fields apply:
- Prev matched amount
- This is the amount that was previously matched on the preliminary invoice.
- Remain unmatched amt
- This is the amount that is going to be matched for the remaining purchase order.
- Supplier
- This field is defaulted, but can be changed.
- You access A/P invoice matching which displays the purchase order lines that were retrieved for matching according to the selection criteria entered on the previous panel. You have the following options:
- Click Shift info to toggle between showing different information for the selected lines.
- Click Currency to toggle between showing the amounts on the order lines in:
- Invoice currency
- System currency
- Purchase order currency
The invoice, matched and remaining amounts in the header also shifts between currencies, but if order currency is selected, then the amounts will be shown in document currency.
- By clicking Search additional lines, you may search for additional order lines to be matched.
- You remain on the A/P invoice matching panel which is now updated, showing that the order line has been selected for matching (Y in the S column).
Click OK.
These two amounts are updated with each matching, and automatically reduce the remaining amount.
Selection
You can enter one or a combination of the fields on this panel to display a selection of order lines to match.
Note: If you select a supplier number together with any other parameter on this panel, then the purchase order lines that correspond to the entered selection criteria will be automatically selected for matching. Click OK.
Click OK to confirm the matching.
If no other selection criteria besides supplier number was made, then you have to select the applicable order line for matching. The entire remaining quantity on the line will be matched and no differences will be posted. To select goods reception lines with terms of payment FOC (free of charge), use Search additional lines. This is because records with zero-amount are excluded from this panel.
- Amount
- In this column, the invoiced quantity multiplied by the invoiced price is displayed.
The amount is calculated to the amount which was the remaining document amount on the previous panel. Click Update to update, i.e. match the invoice with the order line. The invoice is now completely matched and the postings will update the General Ledger and you may close the batch. For more information about closing your entries, see About starting/closing manual transaction entry. Exit the routine.
Related topics
- About matching A/P invoices and purchase orders manually
- Match a preliminary invoice
- Match a preliminary invoice with price differences
- Match a preliminary invoice with quantity differences
- Match a preliminary invoice with exchange rate differences
- Match an invoice with goods-in-transit
- Print an invoice matching reconciliation list
- Print a supplier invoice variance analysis list
- Set up tolerance limit rules on a common level
- Define tolerance limit exceptions on suppliers
- About entering invoices and credit notes manually
- About starting/closing manual transaction entry