Complete the following steps to match an invoice for freight, tax, or miscellaneous charges to a material receipt. Note that this step is required for accurate costing data if you use Periodic Costing. When you match a freight, tax, or miscellaneous invoice to a receipt, the total cost of the goods on the receipt includes the freight, tax, or miscellaneous charges that are matched to the receipt. This kind of matching associates costs related to acquiring the goods that are on the receipt, but it does not affect the quantity and amounts billed on the purchase order shipment. If you have installed Oracle Costing, this information is then used by that product.
For example, you buy a $1000 computer from Company A. You hire Company B to ship it to you for $50. You receive the computer. When you get the freight invoice from Company B, you can match that freight invoice to the receipt for the computer from Company A. This associates the $50 freight charge with the cost of the $1000 computer, making the total cost of the computer $1050.
Prerequisites
A purchase order for the same currency as the invoice you are entering must be approved and open. At least one receipt transaction exists for the purchase order.
The Invoice Match option for the purchase order shipment you are matching to is set to Receipt.
In the Invoices window, enter a Standard invoice for the freight, tax, or miscellaneous charge. Enter the supplier and supplier site. The supplier and site can be different from the supplier and site on the receipt.
Enter all basic invoice information (see: Entering Basic Invoices), but do not manually enter the distributions.
In the Invoices window, select Receipt from the Match button poplist. Choose the Match button. The Find Receipts for Matching window opens. Select either Freight, Tax, or Miscellaneous as the type. Payables creates invoice distributions with this type.
The supplier and site on each receipt you match to can be different from the supplier and site on a freight, miscellaneous, and tax charge invoice. Specify the receipt supplier and site in the Supplier region.
Enter search criteria for one or more receipts to which you want to match the invoice. The search criteria can include purchase order information to help you identify each receipt. Note that values you enter in certain fields will affect lists of values for other fields. For example, if you enter a purchase order number, then the list of values for Receipt Number lists only receipt numbers for the purchase order you entered.
After entering search criteria for the receipts, choose the Find button.
The Match Other Charges to Receipts window opens and displays the receipt lines that match your search criteria.
You can choose the View Receipt button to see detailed information about any receipt. If the receipt you are looking for is not displayed, you can either return to the Find Receipts for Matching window or enter a query directly in the Match Other Charges to Receipts window.
In the Match Other Charges to Receipts window, enter information for the distributions you want to create:
Type. This value defaults from the Find Receipts for Matching window.
Amount. Total tax, freight, or miscellaneous charge that you want to match.
Tax Code. If the charge type is Tax, enter the tax code or tax group. If the charge type is Freight or Miscellaneous, leave this field blank. (To allocate tax to freight or miscellaneous distributions, use the Charge Allocations window after you create the freight or miscellaneous distributions.)
Account. To assign an account to the new distributions enter a value here. If you have a default Payables option for Freight Account, it will default if you select Freight as the Type.
Indicate which receipt lines you want to match to by selecting the check box to the left of the receipt line.
Select the match amount for each selected receipt line by using one of the following methods. You can either prorate the match to all selected receipt lines, or enter specific charge amounts for each selected receipt line:
If you want to prorate the match amount to all selected receipt lines in this window, enable the Prorate check box. During the match, Payables creates distributions with amounts proportional to the amounts on the receipt lines you selected.
If you want to specify the match amounts, then enter a Charge Amount for each selected receipt line. The sum of the Charge Amounts must equal the tax, freight, or miscellaneous charge amount you entered in the Amount field.
Choose the Match button to complete the match, close the Match to Receipt window and the Find window, and return to the current invoice record.
Review the new invoice distributions in the Distributions window. If you want to allocate tax to the new freight or miscellaneous distributions, choose the Allocate button in the Invoice Workbench window and complete the allocation in the Allocations window. Oracle Cost Management can then include the tax amount in the actual cost of the item on the receipt.