Auto-Match to Orders
This feature is not available when Approve in FocalPoint is enabled in Invoice Register Options.
Whereas the Match Order function allows you to match PIR Entries to Purchase Order detail lines one-at-a-time, Auto-Match to Orders allows you to load up a list of PIR Entries for POP and auto-match them to outstanding Purchase Orders for the purpose of simplifying and speeding up the matching process.
The PIR Auto-Match functionality allows bulk matching of PIR headers to outstanding Purchase Orders. This functionality only allows the full outstanding value of a Purchase Order to be matched to a PIR transaction.
Dimensions will automatically match the PIR header to a Purchase Order using the following validation:
Order Number - Where a Purchase Order number has been entered against the PIR transaction then this Order is auto-matched provided that the remaining validation, below, is also passed. Where a Purchase Order number has not been provided or does not match a valid Purchase Order then a matching Purchase Order will be retrieved using the validation as below.
Supplier Code - Supplier Code on the PIR transaction and the Purchase Order must match.
Supplier Status - Where the Supplier is On Stop or Over Credit Limit then this match will still be pulled through but the row will be highlighted to indicate the Supplier Status.
Currency - Currency of the PIR transaction and the Purchase Order must match.
Delivery Status - Where one or more of the Purchase Order detail lines have not been fully received then this match will still be pulled through but the row will be highlighted to indicate that delivery is outstanding for one or more rows.
Values - The outstanding values (Net, VAT and Gross) of each Purchase Order are calculated by summing the outstanding values of each detail line which, in turn, are calculated based on the outstanding quantities (taking discounts into account). PIR to POP match on values is defined using PIR Tolerance rules: where Invoice Register Tolerance is off then the values must match (home and currency); but where Invoice Register Tolerance is on then the match is valid if the difference falls within the specified tolerance (value or percentage) for the Supplier.
If using Multiple Due Dates, then the dates are applied to the invoice in the following precedence:
Where using Relative to Tax Point Date option then the date of each payment is calculated based on PIR Invoice Date, and
Any due dates set against the PIR Invoice are applied, unless
If there are no dates against the PIR Invoice then any due dates from the Purchase Order are used, or
If there a no dates or there are multiple orders with a variety of due dates, then no due dates are applied.
If un-matching then any transactions created at the point of matching are discarded, e.g. original Multiple Due Dates are reinstated.
Invoice Register Selection
Before you can match PIR transactions to Purchase Orders, you must specify with which PIR transactions you want to work. Various criteria fields are provided for you to locate and filter your Invoices and/or Credit Notes. Notes of particular note include:
Period Range Year - defaults to All Years; however you can also select Last, Current, Next, or Other Year.
Only Auto-Match fully delivered Purchase Orders - defaults to off. When enabled, any Purchase Orders that are not fully delivered are excluded when retrieving Purchase Orders to match.
When you have set your criteria, click Display to show matching transactions in the Auto-Match to Orders list. Any POP Orders that match the PIR Headers are also displayed.
Auto-Match to Orders
The list contains all PIR transactions that match your entered search criteria and any matching Purchase Orders. The PIR transactions are displayed to the left of the screen and the Purchase Orders to the right.
Those transactions where a matching Order was found are toggled automatically to YES but may be set to NO; however, any transactions where a matching Order was not found are toggled to NO and cannot be changed.
The footer section displays read-only details relating to the highlighted row in the list. Supplier Code and Name are displayed along with the matching values.
On updating the matches that are toggled to YES, PIR detail lines are created: Analysis is from the POP detail line, Values are calculated based on outstanding quantity and price on the POP detail line, VAT Code from the POP Detail line, and Costing from the POP detail line. Also, the Purchase Order is updated.
Where there is a difference between the sum of the detail lines and the header values (Net, VAT and Gross) and you are using PIR Tolerance, then an extra detail line is generated on the invoice (using default Analysis and VAT Code) for the difference. However, the Tolerance is only applied if the value of the invoice is greater than the outstanding value of the order.