Advanced Invoice Matching for 8.0.3

1. Advanced Invoice Matching for 8.0.3

2. Agenda • Introductions • Files impacted by Match Process • Match Rules and Tolerances • Invoice Match versus Detail Match • PO Cost Messages • Reconciliation Queue • Invoice Messages • Other Match Processes

3. What critical files are impacted by Match Process? • APINVOICE Invoice Header • MAINVDTL Match Invoice Detail • MAINVMSG Match Invoice Message • MAPOOLCNT Match Pool Count • POMATCHOBJ Match Object ID • PORECLINE Receipt Line • PORECEIVE Receipt Header • POLINE Purchase Order Line • PURCHORDER Purchase Order Header • MAWORKQ Match Work List Queue

4. Understand Pool Options • Pool Option 1: Company, Vendor Invoice for multiple purchase orders or using Match Reference processing. • Pool Option 2: Company, Vendor, Purchase Order Invoice for a specific purchase order. • Pool Option 3: Company, Vendor, Purchase Order, Location Invoice for a specific ship to location. Purchase Order has multiple locations

5. Pool Option Hierarchy • Match Company • Vendor • Match Rebuild

6. Understand Detail Chargeback Type

7. Understand Detail Chargeback Type Item Invoice unit cost Receipt Unit Cost 1 110 100 2 100 110 • 80 90 • 110 100 Totals: $400 $400 Net Chargeback – No chargeback will be created Overbill Only – Chargeback will be created for Item 1 and 4.

8. Match Rules – Detail versus Invoice Invoice Level • Can only do extended tolerances • Used for match reference processing • All Tolerances are posted to the invoice tolerance account 1-1 for perfect matches A-1 for multiple invoices to a receipt 1-A for one invoice to multiple receivers A-A for many to many Invoice Entry, Vendor, Vendor Class, Match Company

9. Match Rules – Detail versus Invoice Detail Level • A-1 will keep receiver line open and reduce quantity available on additional invoices • Use unit to do quantity check and unit cost tolerances • Variances to inventory to item cost variance • Variances to special, non-stock to accounts on purchase order or receipt lines Invoice Entry, Vendor, Vendor Class, Match Company

10. Match Rules – Detail versus Invoice • Combined Levels: • Should be DM’s first and then IM as last rule with no chargebacks. Invoice Entry, Vendor, Vendor Class, Match Company

11. Match Rules – Create unique rule for EDI • A separate rule group is recommended for invoices that are received via EDI and/or are interfaced into Lawson. These invoices will often demonstrate a different invoice to receipt pattern. • A unique handling code is recommended for easier analysis and reporting queries on EDI invoices.

12. Understand how OR tolerances are calculated If Either condition exceeds, the invoice will not match Invoice Amount = $115 Receipt Amount = $100 Variance = $15.00 $25. 00 1% of 100 = $10 Under Exceeds Will not match

13. Understand how AND tolerances are calculated If BOTH conditions exceed, the invoice will not match Invoice Amount = $115 Receipt Amount = $100 Variance = $15.00 $25. 00 1% of 100 (10) Under Exceeds Match within tolerance

14. Invoice No Receipts – Invoice Exceeds Receipts Inventory items matched in MA60.3 will look at this flag for GL posting

15. Detail Match –Must enter or create details Invoice item details = receipt item details

16. Detail Match –Must enter or create details Goods and Service lines display

17. Detail Match –Create details not on receipt or purchase order Inventory, non-stock or special lines can be created

18. PO Cost Message - Optional • Defined at Match Company • Created for over and under unit cost • Requires a detail match rule • Requires a Match handling code • POLINE record in Lawson must exist • Created when detail lines are added during invoice entry • compares the POLINE-Ent-Unit-Cst to the MAINVDTL-Ent-Unit-Cst,

19. PO Cost Messages - Unit Cost Discrepancy

20. PO Cost Messages If BOTH conditions are exceeded will create Message Invoice item detail = $4.99 Receipt Amount =$3.00 Variance = $1.99 $1.00 10% of 3.00 (.30) Exceeds Exceeds

21. Match Status= 1, Approval Flag= Message Exist

22. Work PO Cost Messages – Message Queues Can filter for PO Cost messages , Operator, or Approver. Approver can be buyer or auth-buyer

23. Take Action on PO Cost Message

24. Schedule MA126 to run daily Go after a due date range or Pool count updated date

25. Troubleshooting MA126 unmatched invoices • No receipts in the match pool • Invoice amount not = invoice details, AOC and tax. • Invoice is outside of match tolerance • Must have match handling code • Cannot match, PO Cost Message Exists • Multiple PO invoices require Pool Option 1 • IM A-A or A-1 needed for match reference processing

26. Match level value on Invoice Search Now visible to user – CTP 31811

27. Match Inquiries – Match Analysis Details Combines PO64 and AP90.4 data CTP 31139

28. Match Inquiries – Match Analysis Details Uses data from MAINVDTL, PORECLINE, POLINE, and APINVOICE

29. Match Status Changes on the Invoice Audit Report Combines PO64 and AP90.4 data See CTP 31139

30. Reconciliation Queue – Changes to Filter • Exclude invoices with open PO Cost messages • Exclude invoices with no receipts • Receiver Operator

31. Invoice Level Match

32. Reconciliation Queue – Invoice Match • Will close out the receipt record making all lines unavailable for further match processing. • Will post any variance to the Invoice Tolerance account. • Will force use of invoice approval process for any additional invoices received for this purchase order. • Cannot use invoice messaging. • Match Rules are not applied

33. Detail Level Match – Shows Goods and Service Chargeback or Match

34. Detail Level Match – Scrolling Changes When a receipt line is selected to match the invoice, should stay on the same page and not take you back to the first line. CTP 33842

35. Reconciliation Queue – Detail Match • Unused quantity will still be available on receipt • Will post any variance to the Item Cost Variance Suspense for Inventory type and to the accounts on the purchase order line for non-stock and special type. • Inventory items with invoice exceeds receipts or no receipt line will create GL postings depending on flags on Match Company • Reconciliation messaging can be used • Message types can be created for Cost, Quantity, No receipt line

36. Match Messages

37. Reversing Match Decisions • Have the distributions been posted to GL? • Has the invoice been paid? • Was the invoice approved using MA61.1?

38. Reversing Match Decisions – MA70.1 MA70 reverses all matched invoice and related transactions that have not been posted to the general ledger. The invoice can then be cancelled in AP30.4 or reworked in the reconciliation queue.

39. Reversing Match Decisions – MA75.1 PO Invoice Cancelwill unmatch and reverse Purchase Order invoices that were matched and the invoices released for payment. Creates a credit memo and re-opens the receipt line.

40. Reversing Match Decisions – MA75.1

41. Approve Match Invoice when receipt is not available Cannot unmatch this invoice

42. Open Receipt Archive – Remove from Pool Count Run Date – Cut off Days calculation is greater than Receipt Date on PORECEIVE

43. Receipt Archive – By Receiver Number

44. Remove Matched Not Received Quantity Cut off Days calculation is greater than Activity Date on PURCHORDER

45. Understand 8.0.X Match Accounts

46. Recommended Lawson University Courses Instructor Lead: Advanced Invoice Matching 8.0.3 On-line Classroom: Maximizing Detail Match Rules, 8x Entering and Matching Invoices, 8x WBT: Invoice Matching Reconciliation 8.0.3 Invoice Messaging 8.0.2- 8.0.3 Enter and Match Invoices, 8.x Process Detail match (DM) Invoices, 8.x Invoice Messaging, 8.02-8.03

47. Knowledge Base Articles • 521870 MA90 Match Inquiry Screen 8.0.3 • 32296 Unmatched Quantity on the Invoice Line Detail Screens • 115244 MA126 Auto Matching Report Option 803/8.1 • 91154 Match Reconciliation Queue Changes 8.0.3/ 8.1 • 103614 Detail Match Type Selection 8.0.3 • 103682 Auto Match – MA126 Invoice Processing Range • 83171 Match Tolerances AND vs OR Fact sheet

48. Thank You !