Community,
Would like to borrow your mind. below State Detail Info is created by the schedule job, but this message is just give a summary, not specified on the detail purchase order lines. what is the best way to find out exact purchase order line that really lead to the message? Thank you.
Hi,
Each of the messages have a different reason.
A number of them just need to be authorized.
Some have excess receipt value for the given invoice, you would need to manually remove the “matched” items from the supplier invoice that are not part of the invoice value or adjust the quantity based on the quantity invoiced. Example selected Po lines 100 invoice is only 75. You need manual adjustments (just like traditional AP).
Some have not matching meaning the invoice was 100 but no po receipts that are unmatched (not preciously matched).
Essentially every one of these require the person in accounts payable to review the invoice. The message notes the issues.
The matching process is driven by the supplier / invoice / PO matching options. The most common matching option is PO header, where the value of the goods received not previously matched is used for the matching value. Next the Po receipt can be used, this matches the receipt reference against the invoice value. This is less common. The least common is the live level matching where the invoice is entered in very great detail then matched to the received po lines.
Typically, the process does not necessarily look at individual PO lines (except line level matching) it looks for total values. Total value received not invoiced or total value received not invoiced for a given receipt reference. So, you really need to look at the invoice / posting proposal and compare that the invoice detail.
Best regards,
I know this question might be weird. as you mentioned in your reply, it is the job typically by AP staff. but in our company, logistic manager is involved in the review of this message, and approve the invoice at logistic side. so basically, the logistic manager is not able to see the invoice as well as the posting proposal, hence the question.
do you think IFS window Invoiced Purchased Orders will help them to understand this State Detail Info?
Thank you.
Hi,
Invoiced PO’ can help, but certainly does not fill the missing information.
The screen you show, - actually provides much of the necessary information - provided an understanding of the process / errors exist. For example, many of the errors are simply waiting authorization. - That implied that someone needs to authorize the posting lines. If the logistics manager knew that when that message appears, that the invoice should be authorized.
In other cases, only the person processing the invoice would be able to fix. For example, when an excess receipt value - assuming the logistics manager cannot enter / edit AP invoices that person could never fix that issue.
Logistics manager would commonly be able to approve the invoice postings, they should also be able to see any attached documents. Typically, from my experience the logistic manager may direct AP how to fix an invoice (excess matching or insufficient receipt) but they typically can’t fix these types of issues.
My suggestion would be from the posting proposals screen, allow access to the instant authorization screen. This is an RMB from the posting proposals screen. The logistics manager should then be able to see the invoice image, as well as what IFS attempted during the matching process. Then direct AP what to do in terms of fixing.
Hopefully your company is attaching images to the supplier invoice. That will make the review process far easier.
Best regards
yes, our company attached the supplier invoice. from what i understand from logistic managers, they are complaining about the State Detail Message, only can see the total amount and not able to see the details in lines, for large volumes of purchase order, they might have problem locating exact lines that are receipt/under receipt/excess receipt/insufficient receipt.
i think we might need to take a detail look on what exactly they are not comfortable with. there could be a room for business process improvement.
Thank you.
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