Matching an Unprocessed Record to Receipts

You might choose to create suggestions in the Voucher Match Process Workbench program instead of using the VMA batch processes to create the suggestions. You can create suggestions for unprocessed records, and then process the suggestions that you create.

1. Access the Voucher Match Process Workbench form.

2. Complete the fields in the header area to specify your search criteria, and then click Find.

   To work with unprocessed records, set the Invoice Status field to Unprocessed.

3. On the Selected Invoices subform, select the records that you want to work with, select Review Suggestion/Receipt from the Invoice Action list, and then click the Go button.

   The system displays the Suggestion/Receipt Details form and the Receipt Details subform.

4. Click the order number on the Receipt Details form to select the receipt.

   The system moves the record from the Receipt Details subform to the Suggestion/Receipt Details subform and changes the values in the Receipts Total and Variance fields. Note that the automation rule assigned to the invoice line determines whether you can match more than one receipt to the invoice line. You must select each line (if allowed) individually.

5. When the amount in the Variance field is 0 or within the allowed tolerance, if the automation rule enables tolerance, click the Manual Match button to create the suggestion.

   Note: Instead of selecting receipts and using the Manual Suggest button, you can click the Automatic Suggest button to have the system create the suggestion.

   The system changes the invoice status to Suggested.

6. On the Suggestion/Receipt Details form, select Approve All Suggestions from the Action list, and then click the Go button.

   The system changes the invoice status from suggested to approved and enables the Perform Match button.

7. On the Suggestion/Receipt Details form, select the approved record and then click Perform Match.

   The system updates the F0411, F0911, and F43121 tables with values that show that the invoice line is matched to the receipt line. The system also updates the process type in the F0411Z1 record to 4 (matched), and updates the invoice status in the F0411Z1T table to 4 (matched after suggestion).

   Note: As an alternative to completing the match in the Voucher Match Process Workbench program, you can approve the match in the workbench, and then run the Voucher Match Automation Driver program (R4304010) to run the Voucher Match Automation Matching UBE programs (R4304016, R4304020, and R4304021). If you set the Process Approved Invoices processing option to 1 (process), the system completes the match for approved suggestions and updates the database tables.