Invoice Matching Entry
(InvMatch.exe) This program will allow the Accounts Payable Department to create vouchers in order to match incoming paper invoices with purchase orders in the system so that the invoices can be paid. The Invoice Matching system is based on 3 Way Invoice Matching.
Please keep in mind that, depending on the user groups to which you are assigned, you will only be able to alter certain information. The Purchasing Group will only be able to change voucher information relating to the purchase order. The Accounts Payable Group will only be able to change voucher information relating to the invoice. As a user, you may be assigned to one or both of these groups, as determined in the Assign Users to Groups application in the System Maintenance module.
There are two screens, Invoice Header and Invoice Detail. In the Invoice Header screen, you will be able to create a voucher.
Creating a Voucher
In the Invoice Header screen, select File then New from the application's main menu, key in CTRL+N, or press the New icon. The cursor will appear in the PO Number (Purchase Order Number) field in the middle of the top of the screen. Type in, or use the lookup function to find the Purchase Order number with which you are working. The system will verify that it is valid and access the information associated with this Purchase Order. If the Purchase Order has not been released, an Information box will notify the user of this fact as the voucher cannot be created if not released. If this Voucher has a Remit To in which the Remit Vendor has been designated as a 1099 vendor, a Select 1099 Information box appears if you have selected either the 1099 Misc tab or the 1099 INT tab, and/or selected more than one Box Description under either of these tabs. The user may then choose the proper designation and then press the Okay button. May only set one designation per voucher. The PO Vendor, PO Type, Subledger # and Entity information will appear in the associated fields. If the Entity appears in bold red it has been checked to display that way from the Notify Accounts Payable check box in the Entity Master File. Next to the PO Number there is a button with a red arrow pointing to a paper, when clicked will display any scanned Purchase Order documents. Entry Date will fill in the current date when the Header is saved. Voucher Source will display how the voucher was created (EDI Voucher, Invoice Matching, Prepay Voucher, Void Check or Void Voucher) in red. Check No. (Number) and Check Date will display if a check has been created for this voucher. Process Date will fill in when Process Voucher has been performed. Invoice Type will default to a Regular Invoice.
If you wish to create a Freight Only Invoice, after entering the PO Number enter the Freight Amount and Total Amount for Invoice on the Invoice Header tab. On the Invoice Detail tab, go to Tools and choose Manual Distribution. A screen will appear (Manual Distribution Charges). Click the New icon, enter the Account Number or use the lookup, then enter the Amount to Distribute. When complete click on the Save icon. Close the Manual Distribution Charges screen and process. There is also an ability to create a Credit Freight Only Invoice. When adding the new voucher click on the Freight Invoice Type, then enter in the total credit in the Total Amount of Invoice field on the Header. Enter the amount of credit for freight in the Freight Amount field. Manually distribute the charges on the Detail tab and close and then process the voucher.
If you wish to create a Credit Invoice, for a Credit and Rebill, select the Credit Invoice, and enter the negative dollar amount on the Header tab, then on the Credit Invoice tab enter the Voucher number of the receipt this credit will be taken against. On the Detail tab, enter the negative quantity then process the credit voucher. For a Credit with No Rebill, select the Credit Invoice, enter the negative dollars on the Header tab, then on the Invoice Detail tab, and enter the Invoice Quantity as a positive amount and the Dollar Amount as a negative. Process the Credit Voucher when complete. Please note on a Credit Invoice the Due Date and Discount Date will be set to the Invoice Date to allow full AP users to take the credit based on when it enters the system and not by the Vendor’s Terms.
Next, enter the Invoice Number. The system will automatically check for duplicate invoice numbers and let you know if you have entered one. Some information relating to the invoice will appear automatically, including the Remit To, Freight On Board, and Terms information. If there are multiple Remits, a pop up screen will appear allowing you to choose the correct one, as previously entered in the Remit Master File. If the Remit appears in red letters in the drop down it has been checked as a 1099 Active vendor in the Remit Master File. After choosing the Remit To, the Address and Remit Category will appear in the box to the right. If the Terms do not appear, as taken from the Terms Master File, use the drop down menu to select the correct terms. There is a System Option, Use PO Terms First, in the Accounts Payable module which will allow use of the PO Header Terms code instead of the Remit Terms code. Next, key in the Invoice Date (the default is today's date) or use the calendar, Due Date and Discount Date may be entered if they are inaccurate or do not appear automatically (These are set in the Terms Master File). There is a System Option, called No Of Days To Validate Invoice Date, under the Accounts Payable module, which will allow the user to enter a number in which the system will use to calculate by greater than the invoice date and if it falls outside this range a popup screen will display to alert the user of this. Another System Option, No Of Days To Validate Invoice Date Back, is used to enter the number of days back that the system will use to validate. If older than that date a popup screen will appear. There is a Scanned Invoice check box to indicate if there is a scanned invoice associated with this voucher. May be checked after scanning the invoice. Also, if the voucher is edited after scanning this check box will be set if there are scanned invoices against it, and the check box will be updated during the End of Day Process. Click on the Check Memo button, (appears as a check mark with the word memo), to add any comments that you want to print on the check. Click on the Memo, (an open book with the word memo), to add any other relevant information. This is an Add Only memo.
You will need to enter any Miscellaneous Charges, Tax and/or Discount associated with the invoice. If utilizing the Miscellaneous Charge field, there is a System Option, Popup Memo on Misc Charge, under the Accounts Payable module which will popup a Memo box if the charge is not equal to zero when saving. There is an Override Calculated Discount box which may be checked to allow this option. The Freight will be calculated by the system, based on System Options previously chosen in A/P Invoice Matching System Options. There is a Tax/Frt field which may be utilized by checking the box. When checked, a field will display to the right which will allow a manual entry or by clicking on the Calculator icon, will display a Tax Calculator screen. The Tax Calculator screen displays the Freight Amount in the Freight From Header field, if using VAT Tax, a VAT code may be selected from the drop down, and the amount will be calculated in the Calculated Tax on Freight field. Press Okay to accept the amount. The Hazmat Surcharge and Fuel Surcharge may be entered. Enter the Total Amount for the Invoice. The system will calculate the Net Amount for Invoice and the Voucher Detail Total. Be sure to check to make sure these numbers match with your invoice. When the Voucher is completed, click on the Invoice Detail tab.
A voucher may be canceled after creation by clicking on the Delete icon, File then Delete in the Application menu, or CTRL+Del, and a Pop Up Memo Editor screen appears to enter a memo relating to the cancellation. A warning message displays to confirm that the user wishes to cancel the voucher. Once a voucher is canceled it may not be re-activated.
The user may use the PO No lookup while in viewing mode to choose a voucher by PO Number. The lookup will display all vouchers associated with that Purchase Order number. In the PO No field, using F9 will display a Header information screen.
Invoice Detail
In this screen, the user will see some of the Header information for the voucher and, at the bottom, a table listing all of the items on the Purchase Order which have been received but not yet paid. The Header information includes the Voucher Number, PO Number and the Invoice Total, Invoice Net and AP Detail Total. Make sure that the total corresponds to what is on the paper invoice. If the financial system that is used does not allow a negative variance there is a System Option, No Negative Variance, under the Accounts Payable module which will warn via a PopUp message and terminate processing the voucher.
The first step is to look at this table and remove all of the items listed here that are not on the invoice with which you are working. Click on the item to highlight it and select File then Delete from the main menu, press CTRL+D, or the Delete icon to delete. Then, compare the quantities and prices of the remaining items to ensure accuracy. Select an item in the table by clicking on it. Make any necessary changes in the Voucher information in the middle of the screen. The Account Number will be carried over from the Purchase Order.
You will want to ensure that the Quantity and Cost of each item on the invoice is accurately reflected on the screen in these fields. Purchasing will want to ensure that the Cost on the Purchase Order is accurate or adjust it if necessary (see information below on Exceptions).
In the field below on the left there are letters V, R, M and X, which correspond to Verified, Return, Memo and Exception. The Verified box can be used to mark lines that match. The Return box displays for items that have been returned. Return information will display with the Material Code information (Return No., Qty Returned, and Qty to Replace) and is intended for reference not for justification.
The Memo box displays when a Memo is associated with the item. The Exception box displays if there is an Exception associated with the line. When you are done, the items you added will now appear on the voucher. Enter in the related information, including the Quantity and Cost. These items will be added to the voucher.
If there are items on the invoice that don't appear on the Purchase Order, and, therefore, aren't carried over to the voucher, press F7 or choose Tools then Add Items Not on PO. This will allow these items to be entered on a screen entitled Add Items to Voucher – Not on Purchase Order. The Material Code will be marked APADD to denote the addition.
To add items from the Purchase Order press F3 or choose Tools and then Add Items from Purchase Order. A screen will appear allowing you to choose items from the Purchase Order to add to the voucher. This will appear on a separate tab (Purchase Order), which displays the Invoice Detail Total and the Credit for Voucher, and a check box to See All Po Items. Click on the appropriate line at the bottom after you determine which item you want to add. Click on the Add Selected to Invoice button or click Add All-Invoice. This will move the item(s) to the top of the page. If an item does not have a unit cost (0.00) this must be manually selected using the process above. If you want to set the quantity based on the quantity ordered rather than the quantity received access by selecting the Tools menu and then choosing Set Qty on Invoice on Add. This will display on the PO tab only. It is a check field and will display with red letters on the Add Selected to Inv and Add All – Invoices buttons and may be saved on the Desktop setting.
When an item is added from the Create Vouchers from EDI 810 program which did not appear on the Purchase Order, the Material Code will be marked as APADD, and the AP Memo box will appear in capital letters as MEMO, and when it is opened will display the reason for the exception and the line number, and other pertinent information related to the item.
If you are using 1099 vendors, as checked in the Remit Master File, a fifth column will appear in the grid as D (this corresponds to Deselect item). This will allow the user to mark the line with a D, by clicking on the box on the line to deselect that item from being added to the 1099 amount. There is a Select/Deselect 1099 All Items function under the Tools menu which will allow the user to toggle to either select all or none of the items to be selected.
When the focus is in the grid may press the Enter key to return to the detail portion (Invoice Qty or Invoice Amount) for editing. May double click in any column in grid to access lookup based on that column heading, except for the memos.
May right click on a line and select to Recalculate Line if it appears that an Exception line is correct. This may occur if a correction has been made in another program and will act to refresh this program.
In the section beneath PO Qty Ord, PO Qty Recd, Qty On Invoices, to inquire about other invoices associated with this item, double click in that area to display a screen entitled Other Vouchers for this Item. When this screen displays the user may double click on the voucher to view that voucher.
The following keyboard options are available in the application's main menu on these tabs:
From Both Tabs
You can move around on the screen to different fields using the keyboard Alt+ (the underlined letter next to the box you want to move to)
Example Alt+T will go to the Terms box
Alt+A will to the Total Amount for Invoice Box
Just refer to the screen for the available underlined letters
Ctrl+N New
Ctrl+E Edit
Ctrl+S Save
Ctrl+Del Delete
Esc Cancel
F6 Toggle Pages (Between the header and detail page)
On Header Page
From Voucher No. field
F8 Standard Voucher lookup (will display all vouchers)
F9 Exception or Problem Voucher lookup (If you are assigned with Purchasing, it will display the Exceptions, if you are assigned with Accounts Payable, it will display Problems). There is a System Option, Limit F9 Lookup by Username, under the Accounts Payable module, which will limit the F9 lookup to Clerk username when looking at Problem vouchers or PO Username when looking at Exception vouchers based on the setting selected.
Pressing F9 while in the Remit field will access the field will access the Remit Name lookup.
On Detail Page
F3 Add Items from Purchase Order (Will display a page with purchase order items for you to add or remove from the voucher)
F4 Process Voucher
F7 Add Items Not on Purchase Order
Ctrl+A View Exceptions Only. (Will only show detail line items that are exceptions, on an Exception Voucher)
Ctrl+D Manual Distribution: Allows you to manually distribute freight and miscellaneous costs.
Ctrl+T Select/Deselect 1099 All Items – toggles to either select (marks) all lines with a (D) or deselects (unmarks) all lines.
Exceptions
If you want to view only items that are exceptions, select View then View Exceptions Only from the application's main menu, or press CTRL+A.
If the cost or quantity change that you have made is not in line with previously set levels, an Exception is created when you compare the voucher and the invoice. An X will appear in the column marked X next to the associated item in the table below. If this is the case, and you attempt to match the invoice by selecting Tools then process Voucher from the main menu or by hitting the F4 key, the system will ask you if you want to create an Exception Voucher. As a member of the Accounts Payable Group, answer yes, and the voucher must be reviewed by Purchasing before proceeding. This status will be reflected in the Status field in red below the Toolbar. If Purchasing determines that the purchase order is incorrect, they may correct, match and close the voucher. If the invoice needs to be altered, when Purchasing attempts to match the invoice by using the above procedure, the system will ask if you want to create a Problem Voucher. As a member of the Purchasing Group, answer yes, and this will be reflected in the Status field. Accounts Payable must then determine a solution. The Purchasing Group will only be able to change voucher information relating to the purchase order. The Accounts Payable Group will only be able to change voucher information relating to the invoice. As a user, you may be assigned to one or both of these groups, as determined in the Assign Users To Groups application in the System Maintenance File.
If you do not choose to create either an Exception Voucher or a Problem Voucher, the system will create an Open Voucher when you attempt to match the invoice.
Matching a Voucher
In the User Master File, under the AP/Invoice Matching tab rights may be assigned for Users.
Can Access Invoice Matching PO: When checked, user will have all Purchasing Rights to the Invoice Matching System
Can Access Invoice Matching AP: When checked, user will have all AP Rights to the Invoice Matching System
If both items are checked then the AP Rights have priority over PO Rights.
If an exception is not created, you can match the invoice and close the voucher so it can be selected for payment. Select Tools then Process Voucher from the main menu or hit the F4 key. Matched Voucher will appear in the Status field. The voucher can now be selected for payment. Once it has been paid, the Status field will display Paid Voucher. There is a System Option, Allow Account No Inactive for Process, which will allow vouchers to be processed with inactive account numbers from the Account Number Master File.
Once a voucher has been matched, the Tools "Special Procedures" function will be available, on either the Header or Detail tab of the voucher. This allows the user to select or de-select to Place a Voucher On Hold, Place Voucher on a Separate Check, pre-select the voucher to Pay on the Next Check Run or to Always Take Discount.
There is a System Option, Immediate Pay Skip Selection, under the Accounts Payable module, which when set and the user selects the voucher for Pay on the Next Check Run under Special Procedures/Voucher Options, the pay code will be set so that this voucher skips the Select Voucher for Payment process and becomes part of the next check run.
Validate Change to PO Cost: If the PO Cost amount differs from the Invoice Cost on the Invoice Detail and the user attempts to process the voucher, a screen will appear for the line in question. A message dialog screen appears, Validate Change to PO Cost, which displays information about the differences and offers three buttons depending if it is on Contract or not on contract. If it is on Contract the buttons display Update Contract Price, Do Not Update Contract Price or Do Not Change PO Cost. If the user has authorization to change the contracted PO Cost in the User Master File, by checking Can Update Contract under the Purchasing section of the IMF, AP, Rec, Equip, PO, Images tab, then the user may select a button. If the line is not on Contract, the buttons will display Update Master Table, Do Not Update Master Table or Do Not Change PO Cost.
There are two System Options, Validate PO Cost Change Percent, and Allowable Percent Change, in the Accounts Payable module, which work in conjunction with each other, which sets limits with regards to the amount the PO Cost may be changed. If the first of these System Options is set to Y the invoice matching program will validate the PO Cost change if it falls within the allowable percentage as set in the Allowable Percent Change, System Option. There is also a setting in the User Master File, under the IMF, AP, Rec, Equip, PO, Images, System tab and displaying in the AP / Invoice Matching section entitled Override PO Cost % Check which would allow the user to override this percentage check.
Other features that may be accessed in Tools are:
Reopen Voucher –allows the user to reopen a Matched Voucher. A confirm box appears to verify your intention to do so. May only be reopened by the Accounts Payable Group.
Edit Header Memo – opens a Memo Editor box which can be used to edit a memo.
Add/Edit Remit Vendor – opens the Add Remit from Invoice Matching box, whereby a new Remit can be added to the Remit Master File. Available to the users who are assigned AP rights. Will display on opening a new voucher or when editing an unmatched voucher.
E-mail – accesses the users E-mail account to create a new e-mail message.
Cross Reference Voucher for Credit – allows credit only to a specific voucher, may be accessed in the Detail tab for a credit voucher, after utilizing Add Items from Purchase Order, but before selecting a line. On the Credit Voucher tab double click in the Credit for Voucher field and select the Voucher from the list by double clicking on it. Or, may click in Tools on the Cross Reference Voucher for Credit to assign to the field and then double click on the Voucher in the list. After doing so, click on the See All Credit Voucher Items to view the available items. Select the item(s) and enter the negative quantity with a positive cost amount on the Invoice Detail tab and then process the voucher.
Select/Deselect 1099 All Items – allows the user to select or deselect all items when utilizing column D (Deselect) in the Invoice Detail grid
On the Toolbar, there is an icon (a piece of paper with the corner turned and an arrow pointing toward it) which will allow the user to scan an invoice (see Scanning a Document for scanning instructions). Also, it can be accessed by clicking on File on the Application Menu and selecting View/Scan Invoice. To utilize it, the Invoice information must be filled in on the Invoice Header tab and then Saved, before the View/Scan Invoice mode may be accessed.
Also, on the Toolbar there is a Summation icon, which will open a screen titled Journal Entry which displays account debits and credits relating to this voucher.