PIR Auto-Match
Previously, PIR Entries had to be matched one at a time by selecting Purchase Order detail lines to match to the PIR Header.
PIR Auto-Match now allows you to load a list of PIR Entries for POP and auto-match them to outstanding Purchase Orders, a process that improves speed and simplifies the matching process.
You must have access to this new functionality via your Security Profile.
Summary of changes
A new Auto-Match option has been added to the Invoice Register section of the Creditors ribbon. Selecting this function opens the Auto-Match to Purchase Orders List and associated Invoice Register Selection screen.
List shows all PIR transactions matching your search details. Where an Order is found that matches the PIR Header then the relevant Order No. is pulled through to the List alongside the matching PIR transaction.
Matching Orders are retrieved using the matching priorities of Order No. >> Supplier Code >> Currency >> Values (with consideration to any Supplier Tolerance).
Those transactions where a matching Order is found are toggled automatically to YES but may be set to NO. Those transactions where a matching Order was not found are toggled to NO and this cannot be changed. The Totals in the footer section of the screen are read-only and relate to the highlighted row in the list:
Total Matched is the outstanding to invoice values from the Purchase Order (calculated using outstanding quantity to invoice and cost price and then applying any relevant discounts),
Invoice Total is the total values from the PIR transaction,
Difference is the difference between the Total Matched and Invoice Total values. This is added to the Invoice as an extra detail line.
Where a Purchase Order has not been fully received then this is highlighted in the list.
If no matching order is found for any PIR transaction then you should use the existing manual process in order to match the transaction.
There is an option on the Selection screen whereby you can choose to exclude any Purchase Orders that are not fully received so that they are not pulled through to the Auto-Match screen.
Specific changes
Auto-Match added to Security Profile. This allows you to control which users have access to the Auto-Match function.
Auto-Match added to Creditors > Invoice Register ribbon where you can access the Auto-Match feature. Selecting this function opens the Auto-Match and Selection panes.
You should first enter your search criteria in the Selection pane. Note the search option to Only Auto-Match fully delivered Purchase Orders that excludes any Purchase Orders that are not fully delivered.
Click Display. The system then displays Orders that match the specified PIR Headers search criteria,
The system automatically toggles those transactions where a matching Order is found, based on the priorities mentioned above. You can manually de-select any you do not want to approve, e.g. an Order that is not yet fully delivered,
Where there is a difference between outstanding Purchase Order values and PIR values then the system generates an extra detail line for the difference.