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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Key Concepts and Procedures > Three-Way Matching > 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    


                                                                               

 

       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                   

                                                                               

 

     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                       

                                                                               

                                                                               

 

          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