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 form:

  • The check box is selected.

  • The field is set to .

  • The field is set to .

In the form:

  • The default company price tolerance percentage for items and accounts is zero percent.

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

  1. Click > Common Forms> .

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

  3. Click > . The form opens.

  4. In the field, select . 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 and 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 tab, 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 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 field 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 tab.

  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 column.

    1. Click . A warning icon is displayed in the column 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 is selected in the field in the form, you can select the check 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 form. In the form, select the check box on the tab. For more information, see Resolve invoice matching discrepancies.

    Note Note

    If the button is not available, you do not have access to the form. In the form, you can select the check box to save your work.


See Also