You can match to purchase orders using:
The simplest way to match an invoice to purchase order shipments or distributions is to use the Match to Purchase Orders Window. Payables automatically creates invoice lines and distributions based on the matched shipments and distributions.
To match an invoice to purchase order shipments and distributions using the Match button:
In the Invoice Workbench, enter the invoice header information.
Optionally, enter a PO Number. The payment terms will default in based on the PO selected.
Choose the Match button. If you entered a PO Number, the PO Number will default into the Find Purchase Orders for Matching window.
Query the purchase order shipment lines you want to match to. The Match to Purchase Orders window appears.
To match to a shipment, check the Match check box next to each shipment line that you want to match to. Enter a quantity invoiced. Payables automatically calculates the Match Amount.
Payables automatically creates invoice lines by matching lines on the supplier's invoice to shipments on the purchase order.
To automatically create Freight, Miscellaneous, or both lines associated with the shipment line, check the Freight/Misc. check box. To create the distributions, in the Freight/Misc window, check the type of charge that you want to allocate, enter the allocated amount, and enter a description if necessary. Payables creates distributions based on the allocated amounts.
To match to a distribution, select the shipment line, enter a quantity matches, then click Distribute. A single shipment line can have multiple distribution lines. Check the Match check box next to each distribution line that you want to match to and enter a Quantity Invoiced.
Click Match.
Select the Lines tab to see the information that defaulted from the Match to Purchase Orders window. Accept the defaulted information or update the following fields: Qty Invoiced, Unit Price, and Match Amount.
Verify that the Invoice Amount and Gross Total for the lines match or the invoice will not pass validation.
Click Discard to discard any lines that you do not want to include on the invoice.
Click Distributions to view the distributions that were defaulted in from the purchase order for each line.
The Distribution Account on the Lines tab is used only for defaulting. Once it has been defaulted onto the distributions and if the account on the distributions is overridden, it is not corrected or reflected on to the lines.
You can also match an invoice to purchase order shipments and distributions by entering information directly in the Lines tab of the Invoice Workbench. Payables automatically creates distributions based on the matched shipments and distributions.
If an invoice is matched to a purchase order with multiple lines and only some of those lines have tax codes, then the invoice only populates the Tax classification code on the lines matched to a PO with tax codes as well.
To match purchase order shipments and distributions in the Invoice Workbench:
In the Invoice Workbench, enter the invoice header information.
In the Lines tab, enter the line Type and Amount.
Enter the PO Number that you want to match to. If you specified a PO Number in the invoice header, that PO Number will default to the line; however, you can match to any purchase order, so modify the PO Number field as necessary.
If you are matching to a blanket purchase order, you must also provide a Release Number.
To match the invoice line to a shipment or distribution, complete the necessary fields. To match to:
PO Shipment. Enter the PO Line Number and PO Shipment Number. If you are matching to a purchase order line with multiple shipments, you must enter a value here. If you don't know the shipment number, you can select it from a list of values. The list of values defaults based on the PO Number specified.
Note: If you match to a purchase order with only one line and only one shipment, then only the purchase order number is required. Also, if you enter a PO Line information, and that PO Line has only one shipment, then you are not required to enter shipment information.
PO Distribution. To match to a purchase order distribution, enter the PO Line Number, PO Shipment Number, and PO Distribution Number. If you want the GL Account populated with an Overlay GL Account, then you must specify the purchase order distribution.
Save your work.
Click Distribute to view the distributions that defaulted in from the matched shipments and distributions.
To match invoices to all open, unbilled purchase order shipments, use Quick Match. Quick Match matches shipments on a first in, first out (FIFO) basis. Quick Match is convenient to use if you have:
Invoices that have one shipment per line
Multiple shipments that are received in chronological order
If you have multiple shipments that are not received in chronological order, use the Match to Purchase Order Shipments window or the Lines tab in the Invoice Workbench. Payables automatically creates invoice lines and distributions based on the matched shipments and distributions.
To match purchase order shipments using Quick Match:
In the Invoice Workbench, enter the invoice header information.
Click Quick Match. Payables automatically creates invoice lines based on the open, unbilled shipments for the supplier.
Select the Lines tab to see the information that defaulted from the Quick Match. Accept the defaulted information or update the following fields: Qty Invoiced, Unit Price, and Match Amount.
Verify that the Invoice Amount and Gross Total for the lines match or the invoice will not pass validation.
Click Discard to discard any lines that you do not want to include on the invoice.
Click Distributions to view the distributions that were defaulted in from the purchase order for each line.
CAN'T MATCH TO PROCUREMENT CARD POs: If a purchase order will be fulfilled in the procurement card process, you can't match an invoice to it.
QUANTITY INVOICED: In the Match to Purchase Orders and Match to Purchase Order Distributions windows, the Quantity Invoiced must be in the same unit of measure as the purchase order shipment. In the Match to Receipts and Match to Receipt Distributions window, the Quantity Invoiced must be in the same unit of measure as the receipt.
QUANTITY INVOICED: You must enter a negative Quantity Invoiced if the invoice amount is negative, and a positive Quantity Invoiced if the invoice amount is positive. You cannot enter a negative amount that reduces the quantity invoiced to less than zero.
UNIT PRICE: You cannot adjust the Unit Price if you are matching to an amount-based purchase order with a monetary unit price of 1. For example, 1 USD or 1 GBP.
CONTROL/ACTUAL QUANTITY AND TOTAL: In the Match to Purchase Order Distributions window, the Control Quantity and Total must equal the Actual Quantity and Total.
AMOUNTS: Credit memos and debit memos must be entered with negative amounts. All match amounts must be negative as well.