Match Order
Please be aware that if a Purchase Ledger transaction is batched and uses an Analysis record that has been flagged as an accrual, then if the attribute flag is removed and the transaction is posted the accrual will still be posted for Purchase Ledger transactions and invoices created from Purchase Orders; An error is received when matching order to PIR entries if the order was batched with the accrual flag selected but the PIR entry was raised without it.
Matching to orders is part of the approval process for Invoice Register items that relate to Purchase Orders.
Once the invoice register items are matched to the purchase orders to which they relate, then the transaction is moved to the next stage of the approval process.
Also from the Match to Orders window, you can open the View Transaction window. This enables you to set the transaction as disputed, change the description and User Sort field values, add notes and attach documents before you match the transaction.
This function is accessed via the Match Order button found on the Creditors tab, and comprises the Match to Orders window and the Invoice Register Selection window.
When entering a PIR entry that relates to a Purchase Order and uses FocalPoint for invoice approval, in System Options you can tick the Select Approver after matching option to hide the approver window when entering the header and thus select the approver after you have matched the invoice to some purchase order lines. If this option is not ticked, you must select an approver after the header is entered but before the invoice has been matched to the PO.
Settlement Discounts are excluded from the calculation of VAT so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.
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 are 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.
Match to Orders
How to use Match to Orders:
Select Match to Orders to open the Invoice Register Selection and Match to Orders windows.
Using the various fields and options found in Invoice Register Selection, enter search criteria to identify the transactions you want to match. Fields of note include:
Period Range Year - set to 'All Years' by default, but you can alternatively choose 'Last', 'Current', 'Next', or 'Other'.
Invoice User Id. - enables you to search by the User who entered the invoice in the register
Approver User Id. - enables you to search by the Users who approved the invoice.
Include Matched Invoices - allows you to search for previously matched invoices that have not yet been approved at the next stage. You are then able to un-match if required. An Invoice which is matched is so indicated by having an asterisk next to the Header Ref.
Click on the Display toolbar button to list the transactions in the Match to Orders window. If the Process In Order option has been selected on the Invoice Register Options - POP Approval tab then the transactions must be approved to the Match at this point level defined before they can be listed in this window for matching.
Note: If the Invoice Register entry which you wish to match to an order is not listed, it may be because the wrong type was selected while entering it. You can still change the type of the entry in the Amend Entries window.
Select the transaction you wish to match and click the Match to Purchase Order(s) toolbar button. This opens the Match Purchase Order search window and Purchase Order Matching window. Alternatively, you can un-match by double clicking on a line and setting the matched quantity and values back to zero. Saving the un-match removes the association between the order and invoice and resets the outstanding to invoice quantity. All lines must be unmatched before the invoice can be saved.
Please note that you cannot select multiple invoices or credit notes for matching but you may select one invoice and one credit note together: this allows you to match where a credit note has been issued for a price correction.Enter the search criteria in the Match Purchase Order search window to search for batched Purchase Orders that are not yet matched. The Supplier Code and Currency are pre-populated in the search criteria and cannot be changed. If the Invoice Register transaction contained an Order number, this will also have been entered as search criteria but can be changed.
The Include Orders and Include Credit Notes options allow you to search for specific transactions. If Include Credit Notes is enabled, then any batched POP CRNs are displayed alongside the relevant order detail line. You are then able to select a combination of Orders and Credit Notes, where the CRN value is subtracted from the Order value. The combined values will match the PIR Invoice value and can then be saved.Click on the Display icon to list the Purchase Orders in the Purchase Order Matching window. All the orders that match the search criteria will be listed.
If you are using the Budget Authorisation in Purchase Control functionality then the orders have to be authorised against the Purchase Budgets to be included in the list.Select the order and toggle it to YES to match to the Invoice Register entry. A single Invoice can be matched to one or more Orders. You can change the Net, VAT, Unit Cost and the Gross value. Changing a value for one field will update the other fields. For example, if you update the Net value, the system will update the VAT amount and the Gross value.
If you have selected to match an invoice and a credit note to an order, you must select which order line(s) the credit note applies to: enter the invoice values and credit note values against each order line.
If you change quantities to match, you will receive a message: "Warning: Completed lines cannot be processed again. Do you wish to complete this line with quantity differences."
Note: Permission to amend Unit Cost, Analysis, Project and Cost Centre are controlled by your Security Profile.
If the transaction debits a Nominal Ledger account which is flagged as Account for Carbon, you can enter the carbon cost details by clicking on the Carbon Emissions drill down.
The Match Partial Quantity option enables you to update the matched Quantity as a percentage of the Net value and the Unit Cost value. Please note that this option does not apply if Unit Cost price is changed. Changing the Unit Cost will only change the Net and Gross amounts accordingly.
You can add any Price Records by clicking on the Price Records option on the Purchase Order Matching window. See Price Records for more information.
Once the Total Matched values equal the Invoice Total (or combined Invoice and Credit Note Total), then the transaction can be saved as being ‘matched to order’ and moved on to the next stage for approval.
In the lower section of the Match to Orders window, the details of the invoice being matched are displayed.
Clicking the View Transaction button will open the View Transaction window. This is the same window that can be opened from the Supplier Transaction Enquiry window.
You can set the Archived and Disputed options from this window.
You can change some of the details or add notes.
Documents can be attached and the Purchase Ledger barcode label can be reprinted.