Rocky Mountain Lawson User Group September 12, 2002 AP to PO Matching in 8.0 Steve Kleekamp, Lawson Software

7x to 8x Differences MA40 is gone. All Invoices are processed in AP20. New Accounts Add-on-Cost (AOC) can now be used for allowances (discounts) Process Levels default from Requesting or Ship To Locations Batch Program for Volume Match Batch Programs to “write-off” RNI and INR Over and Under Tolerances

Match elements are the line item details that will be used in line invoice match or detail match. Line item details are the information used to compare invoice lines to receipt lines when you are performing a line invoice match or detail match.

A match class contains a hierarchy of line item details, which are the elements used in matching. A match class can contain a single element or as many as ten elements. The match class you define determines how an invoice line will be matched. You can assign a match class to one or more companies.

A match class contains a hierarchy of line item details, which are the elements used in matching. A match class can contain a single element or as many as ten elements. The match class you define determines how an invoice line will be matched. You can assign a match class to one or more companies.

MATCH RULES & MATCH RULE GROUPS – MATCH RULES determine how invoices are matched (used to define different processing rules to be used at different times in the matching process. A MATCH RULE GROUP consists of up to six match rules. You can assign up to three match rule groups to a match table. NOTE: You should set up at least two match rule groups, one for service and one standard.

MATCH RULES & MATCH RULE GROUPS – MATCH RULES determine how invoices are matched (used to define different processing rules to be used at different times in the matching process. A MATCH RULE GROUP consists of up to six match rules. You can assign up to three match rule groups to a match table.

Define a unique name and description for the match rule group. The match level is an attribute of a match rule that determines what level of detail you want to use when matching invoices to receipts. There are 3 match levels. IM-INVOICE MATCH – Invoices and receipts are matched at the header level, the invoice total is matched with the receipt total. LIM-LINE INVOICE MATCH – In addition to matching at the header information and totals, line details are matched to ensure items on the invoice also exist on the receipt. DM-DETAIL MATCH – Individual detail line amounts are compared to the extended line amounts to identify a match. Fill in levels as shown above. A match type determines the type of match you want to attempt. Match types are as follows: 1:1 – One invoice to one receipt 1:A – One invoice to all receipts A:1 – All invoices to one receipt A:A – All invoices to all receipts (fill in the types as shown below) If you have multiple rules, number the rules in the sequence the rules will be processed. Fill in the fields as shown above. Select whether to use extended cost or unit cost For comparison of tolerance amounts for each Rule. This is required on a DETAIL MATCH RULE. Fill in the fields as shown above.

Type an over tolerance amount. Select whether this is an AND/OR tolerance. Type an over tolerance percent. Select whether a “charge back” will automatically be generated when over tolerance. Charge backs will be generated for over tolerance only. Type an under tolerance amount.

COST OPEN MESSAGE-Yes indicates that you want a message created that will be treated like all other invoice messages if the match is not within under tolerances. COST CLOSED MESSAGE – Yes indicates that if the match is not within under tolerances, a message will be created and closed so that no further action can be taken upon it. COST REASON CODE – A reason code is required if you selected to have closed messages.

MATCH TABLE – A match table is a structure which contains the rules for match processing. The match table in conjunction with the match rules that are assigned to it, determine at what processing level the match will occur, when the match will be attempted and the processing rules for the matching attempt.

Select whether the match table will be assigned to a company, a vendor or both. Select whether charge backs are to be created for the net difference of the invoice or for the overage only. This applies to Detail Match invoices only. The default is net. Select a Match Rule Group (previously defined), up to three rule groups can be assigned to each Match Table.

Handling Codes are established to tell the system how to handle each invoice coming into the system. Handling Codes define the rules for editing an invoice during invoice entry and the rules used to process the invoice. MAFL

Select POOL OPTION. A MATCH POOL is a group of invoices and receipts with the same attributes. The pool option determines the combination of levels to use for matching. COMPANY/VENDOR COMPANY/VENDOR/PO COMPANY/VENDOR/PO/SHIP TO

ACCOUNT INFORMATION- MUST BE DEFINED IN THE GL PRIOR TO THIS SET-UP. PO RECEIPT ACCRUAL – REQUIRED, Suspense account for NON-INVOICED items. ITEM COST VARIANCE SUSPENSE – REQUIRED, The posting account for differences between the invoice and the receipt at the detail match level. INVOICE TOLERANCE – REQUIRED, The posting account for differences between the invoice and the receipt at the invoice match level. RECEIPT WRITE-OFF – REQUIRED, The posting account used when archiving receipts from the system. MATCH WRITE-OFF – REQUIRED, The posting account used when you indicate “write off” under the following Conditions: invoice detail no receipt and invoice detail exceeds receipt. MATCH NOT RECEIVED – REQUIRED, The posting account used in a detail match for quantity differences and in Match invoice approval (MA61) when an invoice is approved without receipt.

Use this field to choose to withhold receiving lines that require inspection from being matched until they have been inspected.

Define which rule in a rule group to start with for messaging tolerances. this prevents unnecessary processing.

Indicates if this is the default Process level for the company.

Questions?