Common Terms
This list describes common terms used in this chapter:
- Amounts
Unless otherwise specified, the taxable amount of invoices, vouchers, receipts, and purchase orders.
The process matches the taxable amount of the receipts and purchase orders to the records in the Purchase Order Receiver File (F43121) or Accounts Payable Ledger table (F0411).
- Automation Rule
The code that determines the rules that the system uses to match invoices to receipts and purchase orders. Each automation rule enables different features, such as exact matching, matching to accumulated receipts, and tolerance rules.
See Automation Rules
- Capture
Any method used to identify the details of an invoice received from a supplier and load the details to the Voucher Transaction - Batch Upload table (F0411Z1). The method can include scanning invoices, data entry, or the electronic transfer processes.
- Logged Vouchers
A preliminary voucher in which amounts are written to a suspense account instead of a final expense account. Many companies use logged vouchers to account for supplier invoices for which they have not yet received the goods or services.
- Manual Match
An action, or status, that you can select to remove the invoice line from the voucher match automation process. If you change the status of an invoice line to Manual Match, you can use a method outside of the voucher match automation process to match the invoice line to receipts.
- Multiple Receipts
In the voucher match automation process, receipts that are recorded against more than one receipt document number.
- Process Type
A code in the Voucher Transaction - Batch Upload table (F0411Z1) that indicates the status of a record for the voucher match automation process. You assign process type 1 (newly added) to new records that you add to the F0411Z1 table. The system changes the process type to 2 (logged voucher/ready for match) when it generates logged vouchers during the voucher match automation process. The system changes the process type to 4 (matched) when a successful match occurs for a record with a process type of 1 or 2.
- Redistribution
The process of reversing the accounting entries for a logged voucher. When the system redistributes amounts, it credits the suspense account that was debited when the logged voucher was created, and debits the final expense account.
- Rounding Tolerance
A tolerance that you can set up in the Rounding Tolerance Rules program (P43221) and apply to matched amounts when you use automation rule 05. This type of tolerance is unique to the voucher match automation process.
Contrast Rounding Tolerance with Standard Tolerance.
- Single Voucher Per Invoice
An option to generate a single voucher for an invoice using voucher match automation process. You specify in the supplier master record or in the processing option of the VMA driver UBE (R4304010) whether to generate a single voucher for an invoice in the voucher match automation process. The single voucher per invoice feature enables you to comply with the legal requirements of some countries to generate a single voucher for an invoice regardless of the number of lines on the invoice.
- Standard Vouchers
In the voucher match automation process, a voucher created when the system matches a record that has a process type of 1 in the F0411Z1 table to one or more receipts in the Purchase Order Receiver File (F43121). A corresponding purchase order line must exist in the Purchase Order Detail File (F4311) for each receipt line matched.
- Standard Tolerance
A tolerance that you set up by function type in the Tolerance Rules program (P4322). You can create standard tolerance rules for items, commodity classes or companies. The voucher match automation process uses the standard tolerance that you set up for voucher matching when you enable tolerance for automation rules 02 and 03.
Contrast Standard Tolerance with Rounding Tolerance.
Note: For the VMA process, you can also specify whether to apply tolerance on receipts with an amount greater than the invoice amount.See Tolerance Rules in the VMA Process- Suggest Mode
A mode that you can use instead of proof or final mode. In suggest mode, the process suggests matches between supplier invoice lines and receipt and purchase order lines. After you run the VMA process in suggest mode, you can use the Voucher Match Process Workbench program (P4314WB) to review and manage the suggested matches.
The voucher match automation process creates suggestions based on the setup in the supplier master and the processing options in the Voucher Match Automation UBE programs (R4304016, R4304020 and R4304021).
- Voucher Match Automation UBE Programs
Collectively, the batch programs that include the logic to automatically match invoices or logged vouchers to receipts and purchase orders. To use the voucher match automation process, you run the Voucher Match Automation Driver program (R4304010), which launches each of these Voucher Match Automation Matching UBE programs:
Voucher Match Automation UBE for Automation Rule 01 (R4304016)
Voucher Match Automation UBE for Automation Rule 02, 03, 04, 05 (R4304020)
Voucher Match Automation UBE for Automation Rule 06 (R4304021)