PO-AP Match Info and Set Up

Overview

The PO-AP Match User Interface provides an easy, intuitive means of:
 

• Filtering unmatched PO Receipts and sorting the receipts retrieved (e.g., by Customer, PO Number, Packing Slip Number, etc.).

• Matching one or multiple receipts to recently received Vendor Invoices.

• Adding miscellaneous invoice charges (e.g. non-Purchase Order Line such as Freight, Sales Tax, etc.).

• Recording adjusting entries for differences between units received versus units invoiced (PO-Invoice Quantity Variance), and unit price on the Purchase Order versus the unit price on the Vendors Invoice (PO-Invoice Price Variance).

• Automatically creating Payable Invoice Vouchers in the Accounting System to manage and process payment.

Process Limitation:  Currently, the system is designed to display and process only 200 Receipts simultaneously via UI.

  IMPORTANT  During the PO-AP Match process, for each PO Receipt transaction, the system creates one or more PO-AP Match Invoice Lines as detailed in the PO-AP Match Invoice. The resulting number of PO-AP Match Invoice Lines created per batch should not exceed the value configured on the custom setting 'MAX_TTAPLINES_PER_POAPHDR' (maximum allowed limit is 800).


Setup

Navigation

PO-AP Control Record

Processing

The defaulting behavior of the "PO-AP Match" process is controlled by the "PO-AP Control" record set for each Company, which can be edited at any time. 

This control record is located under the "Purchasing" section on the "Rootstock Site Map" or "Rootstock Menu Bar" tabs and is automatically created when a new Rootstock Company is created.

Key Data Elements

Fields (required and optional) contained on the PO-AP Control record include those noted below. Other fields on this page do not pertain to the PO-AP Match Process.
 

Company:  This mandatory field is a “lookup” to the Rootstock Company master and denotes the Company that the PO-AP Control record applies. It cannot be edited.

Last AP Batch Number:  The value on this mandatory field is initially set to “1” when the record is first created. After that, this number is automatically set to the last AP Batch Number created via the PO-AP Match process, which uses the existing number + 1 as the next batch number. This number can be reset but should only be changed to a higher number in order to prevent duplicate batch numbers from being created.


Process Option (Pick from list):  Select the option that will be used to determine the defaulting order in which the unmatched PO Receipt records retrieved will be displayed on the Automatic and Manual PO-AP Match User Interface.  The defaulting order can be changed on the PO-AP Match User Interface by simply clicking the appropriate column header on the Receipt Details grid to re-sort. The valid options are:

• by Receipt (Number)

• by Purchase Order (Number)

• by Vendor (Name)

Round Receipt Amount:  If checked, the Vendor's Invoice price will be rounded to 2 decimal places before the PO Match is performed.

Invoice Source (Pick from list):  The value in this field will dictate how the 'amount to be paid' quantity and unit values will be automatically populated.  This is an 'ease of use' feature as the user can always override this defaulted value during the PO-AP Match process. The valid options are:

• None - values are left blank and must be manually input.

• Purchase Order Receipt - derived for the Purchase Order.

• Vendor's Invoice - either automatically populated when the Invoice Info Required checkbox is unchecked or when manually input if checked.

Receipt Select Days:  The value input into this field determines how many days it takes to return to selecting those unmatched PO Receipts for processing during the PO-AP Match process. The system will take the value entered here as the number of days and subtract it from TODAY's date to determine the 'Select Receipts From' date on the input screen. The 'Thru' date is then defaulted to TODAY's date. The user can override either of these dates before retrieving the PO Receipts for processing.

  EXAMPLE  If '15' is entered here, the system will go back 15 days from today’s date and use that as the starting date for collecting unmatched receipts rather than today’s date.

Consolidate VAT in PO-AP Match Lines:  When checked, the system consolidates VAT entries with a common VAT Class into a single PO-AP Match Invoice line.

SEE ALSO
 

Purchasing Overview
Purchase Order Receipts
Purchase Order Receipt Reversals
PO-AP Match Invoice
PO-AP Match Invoice
Payable Transaction