Invoice Matching TIPS What you really need to

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Invoice Matching TIPS What you really need to know about Lawson’s MA Module February

Invoice Matching TIPS What you really need to know about Lawson’s MA Module February 17, 2005 Rocky Mountain Lawson User Group

Invoice Matching Enhancements in 8. 1 n n n n Prepayment Processing Quantity Tolerances

Invoice Matching Enhancements in 8. 1 n n n n Prepayment Processing Quantity Tolerances Chargeback Numbering More Lines on Invoice Detail Entry Screen Combining of Invoice Detail Entry Screens Tax Code for PO Invoices Enhancements to Auto Match Output February 17, 2005 n n n n PO Receipt Archival Reconciliation Filter Inv Message Listing Process Flows and Triggers AOC Reporting Duplicate Payment Report Smart Notifications Matched, Not Received JE Rocky Mountain Lawson User Group 2

Match Processing The match process compares the Invoices and Receipts in a match pool

Match Processing The match process compares the Invoices and Receipts in a match pool in order to eliminate the need for human intervention. If there are match exceptions they can be handled through a reconciliation process and messaging if that is required. February 17, 2005 Rocky Mountain Lawson User Group 3

Unmatching an Invoice n If an invoice has not been posted to General Ledger,

Unmatching an Invoice n If an invoice has not been posted to General Ledger, it can be unmatched in MA 70 – Invoice Unmatch. February 17, 2005 Rocky Mountain Lawson User Group 4

When tolerances do not work n Check the match tolerance set up at the

When tolerances do not work n Check the match tolerance set up at the company and vendor level on MA 00. 9 and AP 10. 1. February 17, 2005 Rocky Mountain Lawson User Group 5

February 17, 2005 Rocky Mountain Lawson User Group 6

February 17, 2005 Rocky Mountain Lawson User Group 6

Match Pool n Match pool is based on set up and use of organizational

Match Pool n Match pool is based on set up and use of organizational comparison rules being applied to a grouping of invoices and receipts in order to automate the processing and payment of those invoices. Match Pool Receipts Invoices February 17, 2005 Rocky Mountain Lawson User Group 7

Quantity Tolerances Compares invoice quantity with receipt quantity n Must use Detail Level match

Quantity Tolerances Compares invoice quantity with receipt quantity n Must use Detail Level match n February 17, 2005 Rocky Mountain Lawson User Group 8

February 17, 2005 Rocky Mountain Lawson User Group 9

February 17, 2005 Rocky Mountain Lawson User Group 9

February 17, 2005 Rocky Mountain Lawson User Group 10

February 17, 2005 Rocky Mountain Lawson User Group 10

Invoice Matching Setup n Tolerances ¨ Tolerances are setup for Match Rules and are

Invoice Matching Setup n Tolerances ¨ Tolerances are setup for Match Rules and are specific to an organization ¨ Without tolerances operator intervention will be required for every transaction that does not have an exact dollar match ¨ As part of a match rule, you can select whether to generate chargebacks for matches that occur within tolerance February 17, 2005 Rocky Mountain Lawson User Group 11

February 17, 2005 Rocky Mountain Lawson User Group 12

February 17, 2005 Rocky Mountain Lawson User Group 12

February 17, 2005 Rocky Mountain Lawson User Group 13

February 17, 2005 Rocky Mountain Lawson User Group 13

Setting Tolerances n Determine what percentage of matched invoices should be processed automatically by

Setting Tolerances n Determine what percentage of matched invoices should be processed automatically by using the Normal Distribution Curve February 17, 2005 Rocky Mountain Lawson User Group 14

Chargeback Numbering in 8. 1 Numbering of chargebacks is now more user friendly n

Chargeback Numbering in 8. 1 Numbering of chargebacks is now more user friendly n Used to be system assigned number n In 8. 1 chargeback number = original invoice number – 111 (suffix) n February 17, 2005 Rocky Mountain Lawson User Group 15

February 17, 2005 Rocky Mountain Lawson User Group 16

February 17, 2005 Rocky Mountain Lawson User Group 16

Finding the Chargeback Number n In AP 30. 2 you can inquire on invoice

Finding the Chargeback Number n In AP 30. 2 you can inquire on invoice and drill on "related invoice transactions" or in AP 90. 1 inquire on invoice and drill on "related invoice transactions". February 17, 2005 Rocky Mountain Lawson User Group 17

February 17, 2005 Rocky Mountain Lawson User Group 18

February 17, 2005 Rocky Mountain Lawson User Group 18

Common Reasons for Unmatched Invoices System Issues in version 8. 0. 2 Vendor Issues

Common Reasons for Unmatched Invoices System Issues in version 8. 0. 2 Vendor Issues Purchasing and Receiving Issues Invoice Issues February 17, 2005 Rocky Mountain Lawson User Group

System Issues in 8. 0. 2 n n n No flexibility in matching multiple

System Issues in 8. 0. 2 n n n No flexibility in matching multiple invoices to one receipt in DM Cannot un-match and cancel a PO once posted to the GL Cannot combine Service and Special items on one PO February 17, 2005 Rocky Mountain Lawson User Group 20

Common Reasons for Unmatched Invoices n Vendor Issues Invoices with wrong PO numbers ¨

Common Reasons for Unmatched Invoices n Vendor Issues Invoices with wrong PO numbers ¨ Invoices with no PO numbers ¨ Invoices for a closed PO ¨ Invoice lines not on a PO ¨ February 17, 2005 Rocky Mountain Lawson User Group 21

Common Reasons for Unmatched Invoices n Purchasing and Receiving Issues ¨ ¨ ¨ Item

Common Reasons for Unmatched Invoices n Purchasing and Receiving Issues ¨ ¨ ¨ Item costs are not updated in the item master file in a timely manner Use of “Add Receive All” function (PO 30) versus what’s on the packing slip Lines cancelled / closed Delayed receiving for off-site locations Vendor information on PO and Invoice do not match February 17, 2005 Rocky Mountain Lawson User Group 22

Common Reasons for Unmatched Invoice n Invoice Issues Use of Incorrect handling code ¨

Common Reasons for Unmatched Invoice n Invoice Issues Use of Incorrect handling code ¨ Use of “Create Detail” action (MA 43), but cost and quantity are not reviewed ¨ Line item details on Invoice do not agree with line items on the Purchase Order ¨ February 17, 2005 Rocky Mountain Lawson User Group 23

February 17, 2005 Rocky Mountain Lawson User Group 24

February 17, 2005 Rocky Mountain Lawson User Group 24

New Rule in 8. 0. 3 n Invoice Matching (MA) version 8. 0. 3

New Rule in 8. 0. 3 n Invoice Matching (MA) version 8. 0. 3 has an additional rule level option available-DM A-1. This level will allow multiple invoices to be matched to one receipt. For example, DM A-1 will allow one receipt for a quantity of 10 to be matched to multiple receipts as follows: February 17, 2005 Rocky Mountain Lawson User Group 25

New Rule in 8. 0. 3 n n DM A-1 must be the first

New Rule in 8. 0. 3 n n DM A-1 must be the first rule level set up in the rule group. If the system can match at any other level prior to reaching the DM A-1 level, the functionality will not be available for future invoices against that receipt. If the invoice quantity multiplied by the unit cost is less than the receipt quantity multiplied by the unit cost, but is still within tolerance, the system will match at DM 1 -1 or DM 1 -A and not leave a quantity remaining to match later. February 17, 2005 Rocky Mountain Lawson User Group 26

Unit Option Rule Usage n The Unit Option rule affects match rule groups. Purchase

Unit Option Rule Usage n The Unit Option rule affects match rule groups. Purchase order line for 10 items at a price of $10. 00 each. Receipt for 10 items. Invoice is entered for $100. 00, with purchase order details for 5 items at a price of $20. 00 each. n Invoice Qty does not equal Receipt quantity – NO MATCH n ¨ n Out-of-tolerance error message generated and does not match on AP 20/MA 43/MA 126 Using the Extended Rule option, the Invoice Matching (MA) system matches this invoice to the receipt. (Extended cost of both the invoice and receipt are $100. ) February 17, 2005 Rocky Mountain Lawson User Group 27

LIM does not work in 8. 0. 3 Lawson discommends use of LIM in

LIM does not work in 8. 0. 3 Lawson discommends use of LIM in MA 8. 0. 3 n It’s use is not well-defined and does not work consistently n February 17, 2005 Rocky Mountain Lawson User Group 28

Match Completed? ü ü If the match is successful the invoice will proceed through

Match Completed? ü ü If the match is successful the invoice will proceed through the system onto payment. If match was not successful the invoice will be available in the Reconciliation Queue for review. Reconciliation allows the user to look more closely at the invoice and the receipts available for that invoice. Through the forced match in the reconciliation screens invoice messaging is also triggered. February 17, 2005 Rocky Mountain Lawson User Group 29

Tax Validation (MSP#2) Validation that invoice tax equals or is within tolerance of sum

Tax Validation (MSP#2) Validation that invoice tax equals or is within tolerance of sum tax distributions. n If tax is not in balance invoice will not match and it will not be released. n AP Company: n ¨ Tax Tolerance Amount ¨ Tax Code ¨ Tax Rounding Account February 17, 2005 Rocky Mountain Lawson User Group 30

Tax Processing Additional tax entry flexibility n During invoice entry tax code can be:

Tax Processing Additional tax entry flexibility n During invoice entry tax code can be: n ¨ brought over onto invoice from PO ¨ added or changed February 17, 2005 Rocky Mountain Lawson User Group 32

MA 43 – Tax Code February 17, 2005 Rocky Mountain Lawson User Group 33

MA 43 – Tax Code February 17, 2005 Rocky Mountain Lawson User Group 33

Auto Match Output (MA 126) Auto match optionally includes matched invoices n Also retrofitted

Auto Match Output (MA 126) Auto match optionally includes matched invoices n Also retrofitted back to 8. 0. 3 n ¨ 8. 0. 3 CTP#24064 ¨ Factsheet Article ID: 100652 February 17, 2005 Rocky Mountain Lawson User Group 34

Reconciliation Process n n n After the initial match process, exceptions are available for

Reconciliation Process n n n After the initial match process, exceptions are available for review in the reconciliation queue. Initial match took into consideration your organizations match rules in order to attempt the match. Reconciliation is a forced match and only if messaging is being used are there match rules applied during the reconciliation process. There is a reconciliation queue which lists all invoices which have not been matched. From the reconciliation queue the INV button will open the invoice match screen and the DTL button will open the detail match screen. February 17, 2005 Rocky Mountain Lawson User Group 35

Invoice Match n n n Invoice Match from the reconciliation screen compares the invoices

Invoice Match n n n Invoice Match from the reconciliation screen compares the invoices and the receipts at the header level. From Reconciliation it is a forced match so if the invoice is greater than the receipt instead of match if the option is chargeback, the match will be completed and a chargeback created for the difference. If chargeback is not the option, the match will be performed and the difference written to the account on the MA company or process level for invoice tolerance. The entire receipt will be moved to a closed status. This option should not be used if inventory items are tracked in Lawson’s I/C application. February 17, 2005 Rocky Mountain Lawson User Group 36

Detail Level Match n n n This screen displays the lines of the invoice

Detail Level Match n n n This screen displays the lines of the invoice to be matched to the lines of the receipt. Select the invoice lines and the receipt lines. Use the select option. Then choose the match option or chargeback option. If messaging flags on Match Company are set to YES additional processing will occur. If match is the option and messaging is used a message will be created to resolve the difference. If match is the option and messaging is not used the invoice will be released and approved. The difference between the invoice and the receipt will booked to accounts based off the purchase order line type. Inventory line item discrepancy will write to the item cost variance suspense. ¨ Non-stock and special line item discrepancy will write to the accounts on the purchase order line. ¨ February 17, 2005 Rocky Mountain Lawson User Group 37

After Match n n n If your organization uses messages there are other actions

After Match n n n If your organization uses messages there are other actions that will take place after the reconciliation process. It is possible to unmatch an invoice prior to the payment process or distribution posting. It is also possible to reverse a payment on a matched invoice. Invoices can be approved without receipts by using Match Invoice Approval. Open receipts can be written off and the purchase order line closed. Invoices paid and no receipts every recorded invoice line can be written off. February 17, 2005 Rocky Mountain Lawson User Group 38

Archive Only Option (MA 180) HC driven requirement n Receipt archival n Original functionality:

Archive Only Option (MA 180) HC driven requirement n Receipt archival n Original functionality: receipt write off n New functionality: no expense recognized if invoice is not present n February 17, 2005 Rocky Mountain Lawson User Group 39

MA 180 - Archive Only Option February 17, 2005 Rocky Mountain Lawson User Group

MA 180 - Archive Only Option February 17, 2005 Rocky Mountain Lawson User Group 40

Reconciliation Filter (MA 60) n Filter out invoices: ¨ with Open PO Cost Messages

Reconciliation Filter (MA 60) n Filter out invoices: ¨ with Open PO Cost Messages ¨ with no receivers n AP can focus on invoices they can take action on February 17, 2005 Rocky Mountain Lawson User Group 41

Reconciliation Filter February 17, 2005 Rocky Mountain Lawson User Group 42

Reconciliation Filter February 17, 2005 Rocky Mountain Lawson User Group 42

Match Invoice Reconciliation February 17, 2005 Rocky Mountain Lawson User Group

Match Invoice Reconciliation February 17, 2005 Rocky Mountain Lawson User Group

Buyers Responsibility n Have the most updated cost in the Vendor Agreement (PO 25)

Buyers Responsibility n Have the most updated cost in the Vendor Agreement (PO 25) ¨ n n Use PO 536 to update Agreement pricing Resolve cost and buyer messages in a timely manner Review user requisitions with special and service items for cost and correct vendor Use Buyer Worksheet (PO 22) to verify cost ¨ Determine if a requisition can accept entered cost for X and S type items (“Use Entered Cost” flag on RQ 04) ¨ February 17, 2005 Rocky Mountain Lawson User Group 44

AP Responsibility n Verify PO Vendor and AP Vendor are the same n Verify

AP Responsibility n Verify PO Vendor and AP Vendor are the same n Verify correct entry of invoice Invoice Total = Invoice Detail + Invoice AOC + PO AOC (+ Tax) February 17, 2005 Rocky Mountain Lawson User Group 45

AP Responsibility n Promptly identify all invoice match problems and notify appropriate person(s) ¨

AP Responsibility n Promptly identify all invoice match problems and notify appropriate person(s) ¨ System only creates Invoice Messages for pricing discrepancies ¨ System messages do not always clearly identify all problems with a match ¨ Utilize various inquiry screens to research matching problems. Such as PO 64 and PO 54 ¨ Document all identified invoice problems February 17, 2005 Rocky Mountain Lawson User Group 46

AP Responsibility n Monitor the Reconciliation Queue n Consider use of Chargeback functionality February

AP Responsibility n Monitor the Reconciliation Queue n Consider use of Chargeback functionality February 17, 2005 Rocky Mountain Lawson User Group 47

Managing the Reconciliation Queue Identify clear responsibilities and procedures for resolving common invoice problems

Managing the Reconciliation Queue Identify clear responsibilities and procedures for resolving common invoice problems types before live processing begins n Document invoice problems and steps taken to resolve n ¨ Hard copy documentation, Use of Invoice Comments and Reason Codes February 17, 2005 Rocky Mountain Lawson User Group 48

Managing the Reconciliation Queue n Create an expeditor role to monitor and expedite resolution

Managing the Reconciliation Queue n Create an expeditor role to monitor and expedite resolution of problem invoices ¨ Accounts n Payable or Purchasing Run MA 126, Auto Matching regularly and review report ¨ Create a separate Match Rule Group just for Auto match and test it n Create a Matching Improvement Team with members from Accounts Payable, Purchasing and Receiving and meet regularly February 17, 2005 Rocky Mountain Lawson User Group 49

Matching in the Reconciliation Queue Pros n Must match in Reconciliation Queue to fully

Matching in the Reconciliation Queue Pros n Must match in Reconciliation Queue to fully use Chargeback functionality n Give AP more control over matching process and ability to expedite match of an invoice n Only way to match multiple invoices to one receipt in 8. 0. 2 without using the IM level match in the Match Rule Groups February 17, 2005 Rocky Mountain Lawson User Group 50

Matching in the Reconciliation Queue Cons n Gives AP more control over matching process

Matching in the Reconciliation Queue Cons n Gives AP more control over matching process – can be dangerous tool if not used correctly n Requires a high degree of skill and understanding to use correctly – suggest limiting access to a few well trained staff members n Difficult to view and research detail lines in queue February 17, 2005 Rocky Mountain Lawson User Group 51

Using Reconciliation Messaging Setup recon messaging on Match Company form (MA 01) Pros n

Using Reconciliation Messaging Setup recon messaging on Match Company form (MA 01) Pros n Creates a secondary check for some unresolved invoice matching problems before invoice is approved Cons n Once an invoice is matched in the Queue, even though it creates a Reconciliation Message, the invoice cannot be changed. n Reconciliation Messages are sometimes created for invoice pricing problems that have already been resolved February 17, 2005 Rocky Mountain Lawson User Group 52

Invoice Messaging n n Ability to create messages for buyer approval based on user

Invoice Messaging n n Ability to create messages for buyer approval based on user defined criteria on the Match Company form. Messages must be resolved to allow further processing on the invoice. Trigger points have been created to create work units to be used with process flow files. (. flo) Invoices with messages can not be selected for payment or posting. ¨ Message Points n n n Invoice Entry Invoice Reconciliation Invoice Release February 17, 2005 Rocky Mountain Lawson User Group 53

PO Cost Messages created when the Match invoice is entered and compared to the

PO Cost Messages created when the Match invoice is entered and compared to the Purchase order. ¨ ¨ ¨ ¨ Must create invoice line item details for Cost message creation. Invoice must have a match Handling Code. Must have DM rule level selected on Match Company Messaging Tab. By comparing the invoice unit cost to the PO unit cost, the user is able to identify discrepancies between the PO and the invoice prior to match. PO does not have to be received to create PO Cost messages. The PO Cost Message must be resolved to have invoice available for match Invoice is unreleased, unmatched and unapproved status. February 17, 2005 Rocky Mountain Lawson User Group 54

Reconciliation Messages These messages are created when a match is attempted in the reconciliation

Reconciliation Messages These messages are created when a match is attempted in the reconciliation queue and is not within user defined tolerances. Must create invoice line item details for cost message creation. ¨ Invoice must have a match Handling Code. ¨ Must have DM rule level selected on Match Company Messaging Tab. ¨ These messages are for cost, quantity and no receipt line differences. ¨ ¨ Invoice is released, matched and unapproved. February 17, 2005 Rocky Mountain Lawson User Group 55

Drop Ship Messages n n n n Drop ship messages are created through the

Drop Ship Messages n n n n Drop ship messages are created through the invoice release process. During release process the cost and quantity on the invoice is compared to the cost and quantity on the PO Must create invoice line item details for message creation. Invoice must have a drop ship Handling Code. Must have DM rule level selected on Match Company Messaging Tab. These messages are for cost and quantity line tolerances. The tolerances can be for over or under variances. Drop Ships have no receiving. The invoice is released and unapproved. February 17, 2005 Rocky Mountain Lawson User Group 56

Service Purchase Order/Agreement Messages n n n n Service Messages are created through the

Service Purchase Order/Agreement Messages n n n n Service Messages are created through the invoice release process. During the release process the cost on the invoice is compared to the cost on the PO or service agreement. Must create invoice line item details for message creation. Invoice must have a service Handling Code. Must have DM rule level selected on Match Company Messaging Tab. These messages are for unit cost only tolerances. Service invoices have no receiving. The invoice is released and unapproved. February 17, 2005 Rocky Mountain Lawson User Group 57

February 17, 2005 Rocky Mountain Lawson User Group 58

February 17, 2005 Rocky Mountain Lawson User Group 58

Tim Salaver Enterprise Solutions Practice Director Heritage Global Solutions Tim. Salaver@Heritage. Global. Solutions. com

Tim Salaver Enterprise Solutions Practice Director Heritage Global Solutions Tim. Salaver@Heritage. Global. Solutions. com www. heritageglobalsolutions. com 702 -286 -7464 Mobile February 17, 2005 Rocky Mountain Lawson User Group