PO receipt level matching

Hi @Awije 

It could be due to a configuration issue or mismatch in the setup of the matching process.

I have few questions.

1. Can I know what parameters don’t consider?
2. Do you have any practical experience with this? If so, please share some evidence.
3. Have checked that the validation parameters (e.g., price, quantity, UOM) have been configured appropriately in the Purchase Order → Order Matching Parameters. Does the validation need to correspond with the receipt level?
4. Any custom modifications in the receipt process may override the standard validation logic.?
5. Reviewing the receipt process logs might help identify why the validation isn't occurring as expected. Have you tried Run Debug?
6. What is your UPD level?

My comments;

1. Match PO Receipts:
In this case, the supplier sends one combined invoice for one or more deliveries, and the total amount matches the value of all the deliveries. This option is used when everything is grouped together for accounting purposes. It’s often used for fixed-price contracts or when multiple parts or services are delivered together. Any extra costs are usually added to the overall order, not the individual items. If you are using an external invoice format, you would use the “A” record type for this.

2. Match PO Receipts per Line:
Here, the supplier sends an invoice with separate lines for each item or service delivered. This is used when each item or service needs to be accounted for separately. The total amount for each invoice line should match the deliveries for that item. When using the external invoice template, the "HIPT" record type is used for each line, and you need to include the receipt reference to match the delivery with the invoice.

3. Match PO Receipts per Part:
This option is for when you need to track costs per part very accurately. It's especially useful when buying parts or renting equipment. This method ensures that you only pay for what has been delivered, avoiding double payments or paying for returned goods. The matching is done between the purchase order receipts and the invoice lines using the order number and part number or charge type. You start this matching process manually for each invoice.

.However, If your invoice is connected to specific shipments, using the "PO receipt" matching level might be the best option. This means when you enter the receipt reference on the invoice, the system will only match it with the related receipts. It helps the system focus on the specific items received, making sure the invoice matches just those shipments.

By setting up the "PO receipt" matching, you ensure that only the relevant receipts are considered during the matching process. This way, it prevents mismatches and keeps things more accurate.

I'm happy to share my advice on this. If you found the answer helpful, please mark it as the correct answer. This will allow us to close the thread and make it easier for other community users to find and benefit from in the future.
 

Regards,

Chanuka

Hi,

2. just checking the options to use
3. using receipt level matching
4. no modifications
5. no
6. 24R1

Thanks

 

1.    

2. just checking the options to use
3. using receipt level matching
4. no modifications
5. no
6. 24R1

Thanks

Hi @Awije 

If you have free time please read the below.

https://docs.ifs.com/ifsclouddocs/24r1/ProcessModels/Process_Model/matchsupplierinvoicewithpurchaseorder.htm

https://docs.ifs.com/ifsclouddocs/24r1/default.htm?openpage=https://docs.ifs.com/ifsclouddocs/24r1/SupplierInvoicing/ProcessSubMatchSuppInvPurchOrd.htm

The details for each option are provided. Below are some considerations on when to use each option, though the final choice often depends on the organization’s accounting and costing policies. The setup is typically done in accordance with these policies:

1. Match PO Receipts:
In this case, the supplier sends one combined invoice for one or more deliveries, and the total amount matches the value of all the deliveries. This option is used when everything is grouped together for accounting purposes. It’s often used for fixed-price contracts or when multiple parts or services are delivered together. Any extra costs are usually added to the overall order, not the individual items. If you are using an external invoice format, you would use the “A” record type for this.

2. Match PO Receipts per Line:
Here, the supplier sends an invoice with separate lines for each item or service delivered. This is used when each item or service needs to be accounted for separately. The total amount for each invoice line should match the deliveries for that item. When using the external invoice template, the "HIPT" record type is used for each line, and you need to include the receipt reference to match the delivery with the invoice.

3. Match PO Receipts per Part:
This option is for when you need to track costs per part very accurately. It's especially useful when buying parts or renting equipment. This method ensures that you only pay for what has been delivered, avoiding double payments or paying for returned goods. The matching is done between the purchase order receipts and the invoice lines using the order number and part number or charge type. You start this matching process manually for each invoice.

For additional knowledge 

From version 22R2 and onwards in the Cloud, automatic line-level matching works for invoices without part lines. What you need is the line number and release number on the invoice line, which you can automatically obtain by creating your invoice lines using the RMB Copy Unmatched PO Receipt function.

The online IFS Help could be clearer in addressing this issue for "NO PARTS," as it does not mention that this feature is not available for "NO PARTS."

PO Matching Level:

The level to be used in the purchase order when matching the supplier invoice with the purchase order is as follows:

• PO Receipt Level: If selected and no receipt references are entered on the invoice, then all deliveries in the given purchase order will be matched.

• PO Header Level: If selected, only the purchase order number is used to match purchase orders with the invoices.

• PO Line Level: If selected, matching will be done line by line.

I'm happy to share my advices on this. If you found the answer helpful, please mark it as the correct answer. This will allow us to close the thread and make it easier for other community users to find and benefit from in the future.
 

Regards,

Chanuka

Hi, 

Let me explain the validate concept.  

The validate - can validate that the Po number / receipt reference is valid meaning the data exists in IFS.  Assume the validate is on Po and receipt reference.   If you use that setting you cannot enter / save a supplier invoice unless the PO and receipt reference is valid. 

Example - assume PO 123, and receipt reference pack 1.  Assume the invoice is received before the goods are received.  If you have that noted validate option, you will not be able to enter / save that supplier invoice with pack 1 as the receipt reference, as the goods had not yet been received and pack 1 does not exist.    If validate is set as none, the invoice can be entered for that PO and pack 1.  The idea is you can run the function to automate the matching after the invoice is entered and after the goods are received with receipt reference pack 1. 

Best regards, 

Thomas

Hi, 

As Thomas have explained the “Validate” parameter is there to decide if you should validate PO Reference and Receipt Reference and in which combination it should be validated when saving the supplier invoice. 

The “Matching Level” is there to decide which level to use when matching supplier invoice with PO. 

Best regards, 

Linda