Overview
The PO-AP Match Invoice (TTAPHDR) record(s), and associated PO-AP Match Invoice Line (TTAPLINE) record(s) are created automatically when PO-AP Match (Submit) is done (PO-AP Match Info and Set Up). When a PO-AP match is then 'Closed', the PO-AP Match Invoice is just modified to reflect Accounting Invoice details. The PO-AP Match Invoice can also be created manually before PO-AP Match is done, and the manually created record can be used in the SYDATA - PO AP Match Using Detail (SYDATAD).
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PO-AP Match Invoice
Fields
Name: This is the Name of the Invoice Header. It is a concatenation of the Vendor Invoice Number entered during the PO-AP Match and the vendor number of the Vendor for this PO-AP match (system generated).
Salesforce Account Reference: This is the Salesforce Account associated with the Vendor for this PO-AP match.
Company: This is the Rootstock Company Master associated with this PO-AP match.
Buy Division: The Rootstock Division specified as the Buying Division on the PO Receipt for this PO-AP match.
Batch No: This is the system-generated PO-AP Header number for this PO-AP match. A PO-AP Header can have multiple Payable Batch Header records linked to it.
Vendor Master: This is the Vendor Master name of the Vendor for this PO-AP match.
Register Date: This is the date the PO-AP match was performed (system generated).
Invoice Description: This is a description of the invoice (not used currently).
Invoice Status: This is the current invoice status of this batch. Options are:
- Open
- Partially Matched
- Matched
- Closed
- Transferred
NOTE
- The 'Invoice Status' field is updated by the system based on the associated PO-AP Match Invoice Lines as shown in the below table:
| S No | Condition | 'Invoice Status' value |
|---|
| 1 | If no Invoice Lines exist | Open |
| 2 | If Invoice Line(s) exist and the 'Total Invoice Amount (New)' does not match the sum of 'Invoice Total' and 'Invoice Tax Total'. | Partially Matched |
| 3 | If Invoice Line(s) exist and the 'Total Invoice Amount (New)' matches the sum of 'Invoice Total' and 'Invoice Tax Total'. | Matched |
- When the PO-AP Batch is closed (i.e., 'AP Batch Status' is changed to 'Transferred'), the 'Invoice Status' on the corresponding PO-AP Match Invoice(s) will also be updated to 'Transferred'.
- And when the PO-AP Batch is reopened (i.e., 'AP Batch Status' is changed to 'Open'), the 'Invoice Status' on the corresponding PO-AP Match Invoice(s) will also be updated to 'Closed'.
Invoice PIN Number: This is the Financial Force PIN, which gets stamped when the Payable Invoice Header is Closed.
Project: This is the project of the PO Receipt from the PO-AP match.
Period: This is the value of the period associated with the match, derived when the PO-AP match batch is closed.
PO Number: This is the Purchase Order Number of the PO Receipt from the PO-AP match.
PO Receipt Number: This is the PO Receipt number matched during the PO-AP match.
Cancel Indicator: When checked, it indicates this batch has been canceled.
Cancel Date: The date on which this batch was canceled.
Cancel User: The user that canceled this batch.
Payables Invoice Batch: This is the Payables Invoice Batch generated by the system for this PO-AP match. It is a concatenation of the Division Number from the PO Receipt and the system-generated Batch number.
GL Year ID: This is the GL Year for the Payables Invoice, derived from the 'Register Date' when the Payables Invoice is posted.
GL Period: This is the GL Period for the Payables Invoice, derived from the 'Register Date' when the Payables Invoice is posted.
Separate GL Line Per Receipt (only for Rootstock Financials): This is used when Rootstock Financials is the accounting system to derive the creation of Invoice Lines i.e separate GL line for each line matched in PO-AP. It is only used by the system and can't be modified.
Exchange Rate Sch (at Invoice Entry) (only for Rootstock Financials): The Foreign Exchange Rate Schedule used at the time of Invoice entry for this transaction.
NOTE The system will set the 'Exchange Rate Sch (at Invoice Entry)' and 'Exchange Rate (at Invoice Entry)' from the Override or Locked-In Commitment Rate (if any) specified by the user on the Purchase Order Line associated with the Receipt instead of getting the Current Spot Rate.
Total Invoice Amount (New): This is used to specify the total invoice amount on PO-AP Match invoices that are added before being used in the matching process.
NOTE When manually creating a PO-AP Match invoice, this field value must be equal to or greater than zero.
Export Needed (for Quickbooks integration): This indicates whether the invoice has been exported to an external accounting system, if applicable.
Vendor Invoice Number: This is the Vendor Invoice Number entered by the user during the PO-AP match.
Invoice Date: This is the Invoice Date entered by the user during the PO-AP match.
Financial System Payables Invoice: This is the Payable Invoice from the Financial System, which gets stamped when the Payable Invoice Header is Closed.
Invoice Currency: This is the invoice currency derived from the Purchase Order matched during the PO-AP match.
Exchange Rate (at PO Receipt): This is the exchange rate that was in effect when the PO Receipt matched during the PO-AP match was created.
Exchange Rate (at Invoice Entry): This is the exchange rate that was in effect when the PO-AP match created the Payables Invoice.
Dimension Values: The dimension values from the PO Receipt matched during the PO-AP match. The dimension values is a concatenation of all dimension values from the PO Receipt, regardless of how many there were.
Tax Code 1: This is the tax code for the invoice, derived by the PO-AP match, if applicable (not currently used).
Payment Terms: This is the value of the payment terms for the invoice, derived during the PO-AP match.
Due Date: This is the due date of the Vendor Invoice created by the PO-AP match, Calculated using the payment terms of the vendor, and the Invoice Date entered by the user during the PO-AP match.
Invoice Total: The Invoice total for all Invoice Lines associated with this Invoice Header.
External Id: This is an internal system field defined by the formula_extid field. Neither the formula_extid, nor the externalid field itself, is currently displayed on any Rootstock User pages.
Buyer Paid Payment Bank Charge Amount: This field carries the amount of the Payment Related Bank Charge that the Buyer is responsible for. It is added to the Vendor Invoice amount as the transaction is passed to Accounts Payable.
EFT Sub Type: This field carries a sub-classification for EFT payments. Options are:
-
Wire Transfer
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International Transfer
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ACH Transfer
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Other
WHT Transaction (only for Rootstock Financials): This checkbox represents if WHT is applicable to this Payable Batch Header. It is defined while performing PO-AP Match (Vendor Details section).
Withholding Tax Class (only for Rootstock Financials): When WHT Transaction is checked, this field represents the associated WHT class to be used for the transaction.
Related List - Invoice Lines
This related list displays all the invoice lines created by the PO-AP match, both 'matched' receipt lines, and any manually added GL Lines, for things like freight and other charges included on the vendor invoice.
IMPORTANT When doing PO-AP Match for a Purchase Order having multiple PO Receipts, the PO-AP Match Invoice Lines will be created based on the following conditions:
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When the flag 'Consolidate VAT in PO-AP Match Lines' is checked on the PO-AP Control, the PO Receipt lines with the same VAT Class are consolidated and a single VAT Invoice Line will be created (with the Line Description as 'VAT for PO Receipts').
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And when the flag 'Intra-EU Community VAT' is checked on the VAT Class, the PO Receipt Lines with that VAT Class will still be consolidated, but two VAT Invoice Lines will be created (one for incoming VAT and one for outgoing VAT).
NOTE When the system creates a PO-AP Match Invoice Line with 'Is Receipt Line' as true, the 'Manufacturing Account' defaults based on the below conditions:
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If the flag 'Accrued AP Account Override' on the Company Master is checked, (1) it defaults to the 'Receipt Inventory / Expense Account' on the respective PO Receipt Transaction, if it is not blank. (2) If it is blank, the 'Manufacturing Account' defaults to the 'Account, Accrued AP' on the Company Master.
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Else (if the 'Accrued AP Account Override' on the Company Master is not checked)
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for Rootstock Accounting System, it defaults to the 'Accrued AP Account' on the respective PO Line.
-
for other Accounting Systems, it defaults to the 'Account, Accrued AP' on the Company Master.
NOTE When the system creates a variance PO-AP Match Invoice Line for a PO Receipt Transaction, the 'Manufacturing Account' defaults to (1) the 'Receipt Inventory / Expense Account' of the respective PO Receipt Transaction, if it is not blank. (2) If it is blank, then the 'Manufacturing Account' defaults to any one of the 'Account, Invoice Receipt Qty Var', 'Account, PO Invoice Price Var', and 'Account, Receipt Exchange Rate Variance' on the Company Master.
Related List - PO Receipt Transactions
This related list displays key fields from all the PO Receipt records matched as part of this PO-AP match session. The name hyperlink is the Purchase Order Receipt Transaction. Selecting it displays the receipt transaction.
Related List - Payable Transactions
This hyperlink is the Invoice Number that links to the Payable Session. Selecting it will display the Payable Session.
SEE ALSO
Purchasing Overview
Financial Company Master
AP Control
Vendor Company
PO-AP Match
PO-AP Match Workbench - Lightning
Vendor Master
