When you receive an invoice from a vendor for goods or services on a purchase order, your business processes might require that the goods or services be received before the invoice can be approved for payment.

This procedure assumes that your company uses the following configuration. For more information, see Set up Accounts payable invoice matching.

In the Accounts payable parametersform:

• The Use invoice matching for this companycheck box is selected.

• The Display price match iconfield is set to If line prices are greater than allowed tolerance.

• The Post invoice match discrepanciesfield is set to Require approval.

In the Price tolerance setup form:

• The default company price tolerance percentage for Allitems and Allaccounts is zero percent.

Use the Posting invoiceform to enter invoice information. If necessary, you can use the Invoice matching detailsform to view, correct, and approve invoice lines with matching discrepancies for posting.

1. Click Accounts payable> Common Forms> Purchase order .

2. Select the purchase order that corresponds to the invoice.

3. Click Posting> Invoice. The Posting invoiceform opens.

4. In the Quantityfield, select Packing slip. The lower pane displays information about purchase order lines for which a packing slip has been posted, but an invoice has not been posted.

5. Click Totalsand compare the information in the form with the information on the invoice that you received from your vendor. If the amounts are different, make a note of the discrepancies. Close the form.

6. On the Linestab, compare the line item information in the form with the line items on the invoice that you received from your vendor. If the invoice includes a subset of the line items on the purchase order, or if it also includes line items from other purchase orders, click Select packing slip. Select the appropriate packing slips and close the form. For more information, see Post and print purchase order invoices based on packing slips and date.

7. In the Invoicefield for each line, enter the identifier of the invoice that you received from your vendor.

8. If the amounts or quantities within a single invoice line are different from the invoice that you received from your vendor, make the necessary corrections in the fields on the Linestab.

9. If you made changes in step 8 that result in a price variance that exceeds the allowable price variance tolerance, or if the line contains a quantity variance, a warning icon is displayed in the Match variancecolumn.

   1. Click Matching details. A warning icon is displayed in the Match variancecolumn for each invoice line that contains either a price or quantity matching discrepancy.

   2. Select an invoice line for which a warning icon is displayed.

   3. Review the information in the form and make any necessary corrections. For more information, see Invoice matching details (form).

   4. Repeat steps b and c for the remaining invoice lines in the form.

   5. If matching discrepancies remain and Require approvalis selected in the Post invoice match discrepanciesfield in the Accounts payable parametersform, you can select the Approve posting with matching discrepanciescheck box to approve the invoice for posting, if you are authorized to do so.

   6. If matching discrepancies remain and you need to contact your vendor or a coworker to resolve the differences, close the Invoice matching detailsform. In the Posting invoiceform, select the On holdcheck box on the Overviewtab. For more information, see Resolve invoice matching discrepancies.

   Note
   If the Matching detailsbutton is not available, you do not have access to the Invoice matching detailsform. In the Posting invoiceform, you can select the On holdcheck box to save your work.