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Manual Matching
Manual Matching
Manual matching is the default for all company/locations. However, if you allowed automatic matching for invoice entry or maintenance on Reference File category D39, manual matching will not be allowed in that conversation for the company/location. See the section on Setting-Up Your Matching Environment in this Key Concept for more information.
Manual matches are performed by selecting the invoice line to be matched from the detail screen of either the invoice entry or maintenance conversations. To perform a manual match, you must enter the distribution amount, the distribution quantity, and the company/location on the line you wish to match. The part number and/or the purchase order number may also be entered on the line, but they are not required to perform a manual match.
Select the line by typing an X in the M (match) column of the line and press F20=Match Line Item. The figure below shows the Invoice, DR/CR Memo Entry Detail Screen with an invoice line selected for matching.
WILLIAMS ACCOUNTS PAYABLE USD 3/02/93
DSP01 INVOICE DR/CR MEMO ENTRY DETAIL
Vendor BCA00001 Header Detail
BCA MANUFACTURING Gross 625,000.00 62,500.00
Paying Co/Loc 001 BEL Disc .00 .00
Orig Co/Loc 001 BEL Lines 0 1
Document IN INV000000100 Qty 2,500.000 2,500.000
Date 03 02 93 VAT Amt .00 .00
Account Center Dist Debit Amt Quantity Item Number UM D M
Account Desc PO Num Co/Loc VT Ref1 Ref2 Desc
62,500.00 2500.000 GLASS EA N X
0001367 001 BEL
N
001 BEL R1
N
001 BEL R1
N
001 BEL R1 +
F7=Header F11=Recap F13=Cancel Trans F14=BOL Selection
F16=BOL List F20=Match Line Item F22=End Tran F24=More Keys
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Invoice Line Selected For Matching
If the part number and purchase order number are entered with the distribution amount/quantity and company/location (as shown above), the Purchase Order Receipt Match Screen (AP140S01) is displayed with the match information (see below). To process the match, press F22=On-Ln Mtch Post.
WILLIAMS ACCOUNTS PAYABLE USD 3/03/93
DSP01 PURCHASE ORDER RECEIPT MATCH DETAIL
Quantity Amount
Vendor BCA00001 Detail 2,500.000 625,000.00
Order No 0001367 PO Receipt 2,500.000 62,500.00
Part No GLASS Diff .000 562,500.00
Part Desc GLASS FOR WATCH FACE
PO Unit Cost 25.0000000
Inv Unit Cost 250.0000000 Invoice Quantity 2,500.000
Receipt/ Ln Date Uninvoiced Invoiced Mat
BOL No No Receipt UM Quantity/Amt Quantity/Amt Sts
0000824 001 3/02/93 EA 2,500.000 2500.000 Y
F3=Exit F6=Fold/Truncate F22=On-Ln Mtch Post
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Purchase Order Receipt Match Screen
If the part number and/or the purchase order number are not entered on the detail screen, the Purchase Order Select screen (AP145S01) is displayed (as shown below).
WILLIAMS ACCOUNTS PAYABLE 3/03/93
DSP01 PURCHASE ORDER SELECT DETAIL
Vendor BCA00001 BCA MANUFACTURING
Order Ln AP Ord PO Ord Order Part Number/ Last
Co Whs Number No Cd Typ Typ Sts Date Description Receipt Sel
001 BEL 0001367 001 AP W B O 3/02/93 GLASS 3/02/93 X
F3=Exit F6=Fold/Truncate F9=P.O. Inquiry
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Purchase Order Select Screen
You can also perform an additional step before reaching the Purchase Order Receipt Match screen. You have the option of selecting purchase order receipt lines by bill of lading number or by bill of lading date. To do so, select a line in either the invoice entry or maintenance conversations, type an X in the M (match) column of the line, and press F16-BOL List. The Bill of Lading List screen displays bill of lading lines with their matching purchase order receipt lines. (You could also choose F14-BOL Selection to display the Bill of Lading Selection screen which allows you to limit the information that is displayed on the Bill of Lading List screen.) After you have selected one line on the Bill of Lading List screen and pressed Enter, the Purchase Order Receipt Match Detail screen is displayed where you can match the related purchase order line to the invoice line.
On the Purchase Order Select Screen, you can choose a purchase order/part number for matching with the invoice line. Once selected, the Purchase Order Receipt Match Screen is displayed, and you can process the match by pressing F22 (see Purchase Order Receipt Match Screen).
When the match is processed, the quantity and amount tolerance percentages are calculated for use on the matching reports. See the Overview section of this Key Concept for more information on how tolerance percentages are calculated.
If you are performing quality control and/or receipt adjustments on purchase orders that are fully matched, the accepted quantity on the receipt cannot be less than the quantity already matched. If you enter a transaction that increases the accepted quantity, the match status will be reset to indicate that the receipt is no longer fully matched.
Purchase order receipts that are awaiting quality control and have an accepted quantity of zero will not be available for matching through Accounts Payable. In addition, you cannot match against receipts that have failed or that have not been processed by the PO Multi-line Receipt monitor.
After the match is processed, the invoice entry (or maintenance) detail screen is re-displayed with a message indicating that the match was processed successfully. In the Match column of the invoice line, an * will appear to indicate that the line is matched.
If a purchase order is entered that specifies quality control for the receiving type, it will be possible to perform quality control on the receipt. However, the accepted quantity on the receipt cannot be less than the matched quantity. If the receipt needs to be adjusted below the matched quantity, then follow the procedures listed below:
1. Reset the match through the Accounts Payable Open Item Maintenance
2. Perform Receipt Quality Control
3. Match the new quantity through the Accounts Payable Open Item Maintenance