Setting Up Your Matching Environment

For matching to occur, you must define the Accrued Purchase Receipts account as both a statistical and financial account.  If the account is set up as a financial account only, an error message will be displayed when you request matching.

In order to perform automatic matching, you must define a record on Reference File category D39 (A/P Match Information) for each company/location in which automatic matching will be performed.  If you do not define a record on D39, a manual matching environment will be defaulted for the company/location.

On category D39, you must define whether automatic matching is allowed in the invoice entry and maintenance conversations, the quantity and amount tolerance limits for a successful match, and the processing to be performed if a tolerance is exceeded during matching (either a warning or placing the invoice on hold for review).  For example, if you have a receipt for 100 items and an invoice for 10 items and you match the invoice to the receipt for 10 items, you will not generate a variance (since 90 are left on the receipt to match to another invoice); however, you will probably exceed the tolerance and cause the invoice to be put on hold.  In order to exceed the tolerance you must exceed the tolerance percent you set up on category D39.  A sample screen for category D39 is shown in the following figure.

 WILLIAMS                       COMMON FEATURES                         6/05/97

 DSP01                    REFERENCE FILE CATEGORY D39                   INQUIRE

                                                                               

                   Category Name          AP MATCH INFORMATION                 

                                                                               

                                        CO(3) LOC(3)                           

                   Category Key         001BRU                                 

                                                                               

                                                                               

            WARNING/CRITICAL         AUTO MATCH - ENTRY                         

       Data        W                       N                                   

                   X                       Y                                   

                                                                               

            AUTO MATCH - MAINT       QTY TOLERANCE %    AMT TOLERANCE %        

       Data        N                       000               000               

                   Y                       NND               NND               

                                                                                

            TOLERANCE PROCESS        MATCH QC RECEIPTS     QC PROCESS          

       Data        H                       Y                   B               

                   X                       Y                   X               

                                                                               

 F2=Command          F3=Exit             F9=Inquiry          F10=Function Select

                                                                                

         Screen Sample for Category D39

Note:    If you set either of the automatic match flags (Auto Match - Entry or Auto Match - Maint) to Y, you may only perform automatic matching in that conversation, manual matching will not be available.

In addition, you will need to set the Match flag on Reference File category 200.  A sample of Reference File category 200 is shown in the following figure.  If you do not use management accounting, set the Match flag to "AP."  If you do use management accounting, review the "Accrual and Matching in a Management Accounting" key concept in this manual.

WILLIAMS                            COMMON FEATURES                     2/15/96

 DSP01                        REFERENCE FILE CATEGORY 200               INQUIRE

                                                                               

                   Category Name           AP SYSTEM DEFAULTS                  

                                                                                

                                        BLANK KEY                              

                   Category Key                                                

                                                                               

                                                                               

            NET/GROSS   REQUIRE AUTH   INT DOC PROCESSING   MATCH              

       Data     G            N                I              AP                

                X            Y                X              XX                

                                                                               

            INVOICE   DEBIT MEMO   CREDIT MEMO  LAST MAINT DATE                

       Data   IN          DR            CR            Y                        

              XX          XX            XX            Y                        

                                                                               

            CTL FISCAL NUM   DRAFT PROC   DSP OPEN ITEMS ONLY   DSP INST       

       Data       B              Y                N                Y           

                  X              Y                Y                Y           

                                                                               

 F2=Command          F3=Exit             F9=Inquiry          F10=Function Select

         Screen Sample for Reference File Category 200