Automatic Matching

Before using the automatic match feature, you must define a record on Reference File category D39 for each company/location in which automatic matching will be performed.  This category contains information on the quantity/amount tolerance limits and the processing to be performed if these limits are exceeded during the match process.  See the section on Setting-Up Your Matching Environment in this Key Concept for more information.

The automatic matching process is performed from the detail screen of either the invoice entry or maintenance conversations.  To perform an automatic match, you must enter the distribution amount, the distribution quantity, the purchase order number, and the company/location on the line you wish to match.  You may also enter the part number; however, this is not required.

In automatic matching, entering the purchase order number indicates an attempt to match an invoice line.  You do not select a line in the Match column (in automatic match, the match column is not displayed).  See below for a sample invoice detail screen in automatic match mode. 

 WILLIAMS                      ACCOUNTS PAYABLE                USD     3/03/93

 DSP01                      INVOICE DR/CR MEMO ENTRY                     DETAIL

                                                                                

 Vendor         BCA00001                         Header               Detail   

 BCA MANUFACTURING              Gross           62,500.00            62,500.00 

 Paying Co/Loc  001 BRU         Disc                  .00                  .00 

 Orig Co/Loc    001 BRU         Lines                 1                    1   

 Document       IN INV000020000 Qty              2,500.000            2,500.000

 Date           03 05 93        VAT Amt               .00                  .00 

                                                                               

 Account    Center     Dist Debit Amt     Quantity      Item Number     UM D   

  Account Desc         PO Num  Co/Loc      VT Ref1  Ref2   Desc                

                               62,500.00      2500.000  GLASS           EA N    

                       0001367 001 BRU                                          

                                                                           N   

                               001 BRU     R1                                  

                                                                           N   

                               001 BRU     R1                                  

                                                                           N   

                               001 BRU     R1                                 +

                                                                               

F7=Header           F11=Recap           F13=Cancel Trans                      

                                         F22=End Tran        F24=More Keys     


                                                                               

    Invoice Entry Detail Screen in Automatic Match Mode

To process the match press F22=End Tran.  If the part number is not entered, the Purchase Order Select Screen is displayed for you to select a purchase order/part number for matching with the invoice line (see above figure).

After entering either the part number on the invoice detail line or selecting a purchase order/part number from the Purchase Order Select Screen, the quantity/amount tolerances are calculated for the match.  The tolerances are compared against the tolerance limits defined for the company/location on Reference File category D39.

If either of the tolerance limits is exceeded, and the tolerance flag on the category indicates warning (W), a warning message is sent to the user before the match is completed, and the invoice detail screen is re-displayed.  To complete the transaction and the match with the warning, you must press F22=End Tran.

If either of the tolerance limits is exceeded, and the tolerance flag on the category indicates hold (H), the invoice/receipt match is completed.  However, the open item is placed on hold for further review.

If neither tolerance limit is exceeded and the entire invoice is valid, the transaction ends, and the invoice is entered into the Accounts Payable system.