Previous  Next          Contents  Index  Navigation  Glossary  Library

Final Matching Purchase Orders

When you match an invoice to a purchase order, you have the option of indicating whether the invoice is the final match to a purchase order. When you approve a final-matched invoice, Approval permanently closes the matched purchase order. You cannot reopen a permanently-closed purchase order or perform any further matching to the purchase order.

If you then match an invoice to this permanently-closed purchase order, Approval places a Final Matching hold on the invoice. You cannot manually release this hold. You must reverse the match in the Distributions window of the Invoice Workbench and resubmit Approval to release this hold.

If you final match an invoice to a purchase order and the invoice has an approval exception that causes Approval to place a hold on the invoice, Payables does not attempt to permanently close the purchase order and places a Can't Try PO Close hold on the invoice. To release this hold, you must release the other holds on the invoice and resubmit Approval.

If you use automated receipt accrual in Purchasing and you final match an invoice to a purchase order shipment that is not fully delivered (quantity delivered is not equal to quantity received), Payables doesn't allow you to permanently close the purchase order and places a Can't Close PO hold on the invoice. If you manually release the hold, Payables does not permanently close the purchase order and disabless the Final Match check box. If you correct the purchase order in Payables and resubmit Approval, Approval checks the invoice for approval exceptions and, if none exist, permanently closes the purchase order.

If you are using encumbrance accounting and you mark an invoice distribution as a final match to a purchase order, Payables creates reversing journal entries for all outstanding encumbrances on that purchase order.

If you mark an invoice distribution as a final match to a purchase order, approve the invoice, and later you match another invoice to the same purchase order, Approval places a Final Matching hold on the new invoice. You cannot manually release this hold. To release a Final Matching hold, you must reverse the distribution line to the permanently-closed purchase order and then match the invoice to a different purchase order or enter distributions manually.

Prerequisite

   To final match a purchase order:

FINAL MATCHING RESTRICTIONS:

QUANTITY INVOICED: In the Match to PO and Match to PO Distribution windows, the Quantity Invoiced must be in the same units of measure as the purchase order shipment.

QUANTITY INVOICED: You must enter a negative Quantity Invoiced if the invoice amount is negative, and a positive Quantity Invoiced if the invoice amount is positive. You cannot enter a negative amount that reduces the quantity invoiced to less than zero.

UNIT PRICE: You cannot adjust the Unit Price if you are matching to an amount-based purchase order with a monetary unit price of 1. For example, 1 USD or 1 UKS.

INVOICE AMOUNT: In the Match to PO window, the Invoice Amount must equal the Distribution Total.

CONTROL/ACTUAL QUANTITY AND TOTAL: In the Match to PO Distribution window, the Control Quantity and Total must equal the Actual Quantity and Total.

AMOUNTS: Credit memos and debit memos must be entered with negative amounts. All match amounts must be negative as well.

See Also

Closing Purchase Orders

Entering Basic Invoices

Scheduling Invoice Payments

Entering Purchase Order Matched Invoices

Entering Credit/Debit Memos

Invoice Tolerances

Purchasing Integration

Final Match (with Budgetary Control)

         Previous  Next          Contents  Index  Navigation  Glossary  Library