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Match Invoices with New PO Receipts - Functional explanation

  • 24 August 2021
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Kelum Pradeep Kumara
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One of our customers wants to know the logic behind the below 'Match Invoices with New PO Receipts’
 

The database method behind the OK Button of the dialog matching New PO Receipts  is
Posting_Prop_Inv_Util_API.Start_Reverse_Po_Matching.

According to the database code, the logic behind the 'dialog matching New PO Receipts' is very complex and difficult to explain functionally in a simple way.
 

According to the help documentation it mentioned below
" Use this window to match the purchase orders with the invoices that were created before the purchase order (PO) was created. The invoice will be created first, and the purchase order will be registered as Arrived only after the invoice is created. When the purchase order is registered as Arrived, it is possible to automatically match the invoice with the purchase order using this window. "

Is there any further detailed functional explanation regarding this?
Can anyone help?

Best Regards

-Kelum

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Best answer by Adam Bereda 25 August 2021, 10:34

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-Kelum Niranjana
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4 replies

Vimukthi Mahakumbura
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Hi Kelum,

Functionally, there could be instances where Supplier Invoices are created for the Supplier before a PO is created and received. This can happen because,  Manual Supplier Invoices can be created without a PO reference but for a Supplier of the business. When a PO is received for that same supplier, this job will help to match the receipt line with the existing invoice.
I am not sure about the exact validation behind matching a PO receipt with the invoice, but values like Company, Supplier,  Payment terms should be checked. 

https://www.linkedin.com/in/vimukthi-mahakumbura-9b2296aa/
S
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My understanding is that it allows a periodic cleanup of receipts that have come in when the invoice was raised previously as part of a Payment Schedule.  There is no prompt on subsequent receipts to do the matching and suppliers do not always send a final invoice if they’ve already been paid.  The resulting problem is growth of the Goods Received Not Invoiced because they won’t have been matched to the earlier invoice unless someone knows to seek them out.  This job can help by flagging the receipts with possible match to existing invoices.

The functionality looks based on supplier, invoice amount compared to receipt amount, and possibly others.  

A
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This functionality is usually used together with supplier invoice workflow feature and allows automation of invoice processing.

When supplier invoice is received and registered and corresponding PO receipt already exists, invoice is matched automatically. But if invoice is received and registered in AP, but procurement failed to create corresponding receipt immediately, you need to match it later - manually or using the background job mentioned.

This job is checking all not matched invoices and tries to match each with not invoiced receipts following PO reference on the invoice. In case of success (PO receipt value matches invoice) - supplier invoice workflow is activated. 
You can create automation of invoice processing (including automatic invoice approval) in IFS executing all the steps required - matching, approval, final posting, authorization for payment.

I hope it helps.

Regards, Adam
Kelum Pradeep Kumara
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Userlevel 7
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Thanks @Vimukthi Mahakumbura , @ShawnBerk , @Adam Bereda  for your responses.

 

-Kelum Niranjana
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