Create and Match Standard Vouchers
You can use the voucher match automation (VMA) process to create standard vouchers and match them to receipt records in the Purchase Order Receiver File (F43121). A corresponding record for the receipt must exist in the Purchase Order Detail File (F4311). Additionally, if you specify in the supplier master record that item information is required, a record that corresponds to the invoice record in the F0411Z1 table must exist in the F0411Z1T table.
You set the Create Logged Voucher processing option in the Voucher Match Automation Driver program (R4304010) to specify whether to create standard vouchers (leave the processing option blank) or create logged vouchers (enter 1 in the processing option). When you run the Voucher Match Automation Driver program with the processing option set to generate standard vouchers (the Create Logged Voucher processing option is blank), the program:
Selects valid F0411Z1 records to process based on the values in the Data Selection specified in the Voucher Match Automation Driver program.
In addition to using the values in the Data Selection, the Voucher Match Automation Driver program also uses these validation criteria when selecting records:
The value for the Automation Flag field is 1.
The value for the automation rule is a valid value.
The value for the EDI Transaction Type (data item EDTR) is V.
The pay status is A, P, or #.
Only records with a pay status of A, P, or # are eligible for processing using the voucher match automation (VMA) process. You can specify one of these values in the Pay Status processing option of the Voucher Match Automation UBE programs to restrict the VMA process to match only invoice lines with the specified pay status type.
A corresponding record exists in the F0411Z1T table with item information that matches the item information in the selected F0411Z1 record if the supplier master record indicates that the item information is required.
The invoice match status in the F0411Z1T table must be blank (unprocessed) or 3 (approved). For invoices with an invoice match status of 3, the process creates vouchers only when you set the Process Approved Invoices processing option to process approved records.
Runs all of the Voucher Match Automation UBE programs to process all valid records with all automation rules.
The VMA process refines the data set of F0411Z1 records based on the processing options in the Voucher Match Automation UBE programs.
Processes records in the refined data set of F0411Z1 records that have a process type of 1 or 2.
When the F0411Z1 record has a process type of 1, the program attempts to match the F0411Z1 record to one or more records in the F43121 table and one or more records in the Purchase Order Detail File (F4311), according to the automation rule. Records with a process type of 1 are:
Newly added records.
Records unmatched during a previous run of the process because no matching receipt was found.
Records for which errors occurred during a previous run of the process.
If the VMA process successfully matches the F0411Z1 record to one or more records in the F43121 table and one or more records in the F4311 table, the VMA process changes the process type to 4. The VMA process creates records in the F0411 and F0911 tables using the standard voucher creation functionality. The process generates a batch number for each successfully matched record. Information about the matched records appears in the reports generated by the process.
Note: The VMA process creates or updates records in the F0411, F0911, and F43121 tables when you run the process in final mode. If the process runs in final or suggest mode over a dataset that includes records for which the invoice match status is 3 (approved), and you set the Process Approved Invoices processing option to 1 (process), the process updates the F0411Z1T record to show an invoice match status of 4 (matched after suggestion). See Understanding Proof, Final and Suggest Modes and Using the Voucher Match Process WorkbenchThe Voucher Match Automation Driver UBE program (R4304010) updates some fields that have blank values when it selects records to process in both proof and final mode. See Validation of Records in the Voucher Transactions - Batch Upload Table (F0411Z1)If you populate the purchase order fields in the F0411Z1 tables, the VMA process matches the invoice records to only the corresponding purchase orders and receipts. If you populate the item number fields in the F0411Z1 table, the VMA process matches the invoice records to only the corresponding purchase orders and receipts with the same item information.Some of the processing options in the Voucher Match program (P4314) affect how the system processes records during the voucher match automation process. Verify that the processing options are set to process records as you expect. See Setting Processing Options for Voucher Match (P4314)If the VMA process does not successfully match the record in the F0411Z1 table to one or more records in the F43121 and F4311 tables, then the process type for the F0411Z1 record remains 1, and the VMA process does not create records in the F0411 and F0911 tables. Unmatched records appear in the report with a message stating that no match was found. Records are unmatched if the process does not find matching receipts and purchase orders, or if the record failed the validations. Check the Work Center for unmatched records to view warning and error messages.
When the F0411Z1 record has a process type of 2, the VMA process has already created a corresponding logged voucher record in the F0411 table. The process attempts to match the corresponding logged voucher record in the F0411 table to one or more records in the F43121 and F4311 tables, according to the automation rule.
Note: When you leave the Create Logged Voucher processing option blank to prevent the process from creating logged vouchers, it does not prevent the system from matching to receipts the logged vouchers that were created when you previously ran the VMA process with the Create Logged Voucher processing option set to create logged vouchers.If the VMA process successfully matches the F0411 record to one or more records in the F43121 table, the VMA process updates the logged voucher records in the F0411 and F0911 tables using the standard logged voucher redistribution functionality. The VMA process changes the process type from 2 to 4 for the F0411Z1 records for which the process successfully matched the corresponding F0411 records. The newly matched records appear in the reports generated by the VMA process.
If the VMA process does not successfully match the logged voucher record in the F0411 table to one or more records in the F43121 and F4311 tables, then the process type for the F0411Z1 record that corresponds to the logged voucher remains 2. The record appears in the report with a message stating that record is available for manual matching. Check the Work Center for warning and error messages.
This graphic illustrates how the VMA process runs the Voucher Match Automation UBE programs, and the results of successful and unsuccessful matches in final mode:
The VMA processes uses automatic accounting instructions (AAIs) to create voucher entries for standard vouchers in the same manner as it uses AAIs to create standard vouchers through the Voucher Match (P4314) program.
See "Setting Up Automatic Accounting Instructions" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide and "Setting Up AAIs for Accounts Payable" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide.