The process flow in the A/P invoice automatic matching routine is briefly described below.
- Electronically received A/P invoices and invoice lines are loaded into the General interface files (GI). The system performs a normal invoice validation first. Errors found at this stage must be corrected in the Work with journals in error routine. The matching process is then automatically started for the corrected invoices.
- A number of matching specific validations are carried out during the process to decide whether or not it is possible to automatically match an invoice and its lines.
- Accepted and error free invoices
are automatically matched with the purchase orders which are identified by the invoice lines. Both preliminary and final invoices are matched. See Successful matching for information about the different scenarios.If tolerance limit rules have been defined, invoices that fit within these rules are accepted. If rules have not been set up, no divergence whatsoever is accepted and the invoice will be rejected. See Set up tolerance limit rules on a common level for further information.
- Not accepted invoices or invoice lines
are rejected and identified on a listing which can be printed in the Print A/P inv automatic matching validation list routine. - Alternatively, rejected preliminary invoices
can be manually matched via Work with A/P preliminary invoices matching, and rejected final invoices can be manually matched using the A/P goods-in-transit routine, provided that pseudo account XGIT has been defined in the Pseudo account file. - Error free invoices that are rejected
because they were received before the goods have arrived can later be automatically matched via Automatic matching of A/P invoice lines. All rejected invoices can be viewed in the A/P autom matching validation enquiry program. In the Goods reception transaction enquiry program you can view those received. - Invoices with errors
which were detected during the matching validation process are rejected. Errors can be found on invoice level or on invoice line level. They can be corrected in many ways, e.g.: - Invoice level errors:
Rejected preliminary invoices can be corrected and then matched via Automatic matching of A/P invoice lines.If detected errors on preliminary invoices cannot be corrected, e.g. if the terms of payment on the invoice differs from what is defined on the purchase order, then you would have to manually match the invoice via Work with A/P preliminary invoices matching or when promoting a preliminary invoice to final.
Rejected final invoices can be corrected and then matched via Automatic matching of A/P invoice lines.
If detected errors on final invoices cannot be corrected, then you would have to manually match the invoice using the A/P goods-in-transit routine.
- Line level errors:
These are corrected via Work with A/P invoice lines for automatic matching. Invoice lines can be added, changed, copied and deleted.Tolerance limits are altered via Work with A/P invoice matching tolerance limits.
Note: See Unsuccessful matching for information about different alternatives when it comes to correcting errors.
After correction you are able to automatically match the invoice lines via Automatic matching of A/P invoice lines.