Before You Begin

This 15-minute OBE shows you how to use two-way voucher match automation in Procurement. You can use Two-Way Voucher Match Automation process, to create vouchers for purchase orders in batch and application where no receipt records are required.

In this OBE, you will:

• Review open purchase orders and open invoices for a supplier. Run the Voucher Match Automation Driver UBE (R4304010) and set the processing option to run the Voucher Match Automation UBE for Automation Rule 07, 08, 09 (R4304017) in final mode.
• Match supplier invoice to open purchase order using Two Way Voucher Match Automation.
• Review voucher created.
• Match purchase order and supplier invoices using Voucher Match Process Workbench program (P4314WB).
• Review voucher created.

Background

Starting with Release 25, for non-stock materials and services that do not require a receipt process, accounts payable simply matches the purchase order to the supplier invoice. Using the two-way voucher match automation process, the accounts payable team can compare the amount on the purchase order to the invoice. This feature helps the team to improve invoice processing time and reduce the number of exceptions that must be managed manually there by reducing labor cost.

Scenario

Let us consider a scenario in which, an asset management company requires services like electrical, plumbing, gardening, and so on from different vendors. One of the vendors upgraded the electrical system at different sites, and has sent us invoices. Using the Electronic Data Interchange (EDI) functionality in JD Edwards, the invoice information is entered in to the JD Edwards database. As an accounts payable team member, you use the voucher match automation functionality to match the supplier invoice to open purchase order and create vouchers.

What Do You Need?

To perform the tasks in this OBE, you must have an open purchase order and invoice in the JD Edwards system to perform two-way voucher match.

Note: This OBE uses the JD Edwards EnterpriseOne demo data for the tasks. You can use other data available in your system to complete the tasks.

Viewing Open Invoices and Open Purchase Orders in the System

1. Sign in to the JD Edwards EnterpriseOne application.
2. Navigate to EnterpriseOne Menus, Supply Management, Procurement and Subcontract Management, Procurement Advanced and Technical Ops, Automation Voucher Processing, Batch Voucher Entry program.
3. Search the list of open invoices in your system. In the Invoice date column, you can search with current date.

   The system lists all the open invoices from multiple suppliers.

   

   Let us select this example voucher entry, you can see the following entries in this voucher:

   Company: 0001

   Supplier Number: 9767

   Business Unit: 30

   Automation Rule: 07

   Batch Number: 40940

   Total Taxable Amount: 50

   Similarly, you can check the open purchase orders in the system.

4. Navigate to EnterpriseOne Menus, Supply Management, Procurement and Subcontract Management, Daily Processing, Stock Based Purchasing, Purchasing Inquiries, Open Orders program.

5. Search the list of open purchase orders in your system. In the Invoice date column, you can search with current date.

   The system lists all the open purchase orders.

   For this OBE, Order Number 29222 is selected to explain the two-way voucher match automation process.

   

Running the Batch Version and Downloading the Report

1. Navigate to EnterpriseOne Menus, Supply Management, Procurement and Subcontract Management, Procurement Advanced and Technical Ops, Automation Voucher Processing, Automated Voucher Match Process – Non logged voucher.
2. In the Batch Versions - Version Prompting page, select the Data Selection checkbox and click submit.



3. You can provide the criteria for the purchase order data that must be displayed in the report.

   In this example, the data selection criteria are specified to list the purchase orders with the Batch Number as 40940.

   

4. Click OK.
5. Open the downloaded report from your system.

   

   The sample report in this example shows the information about the Company, Company Currency, Supplier, Supplier Currency, Supplier Name, Automation Rule, and so on.

   The table in the report displays the Batch Number, Invoice Amount, Matched Order Number, Document Number, and Order Amount. It also shows details such as Status, Total Amount, and the Total Number of Invoice Lines.

   The system uses the Two-Way Automation Rule 07 to perform an exact match of invoice amount to purchase order amount for the specified supplier.

   The Status is printed as “Matched Successful” and the Total Amount and the Total Number of Invoice Lines are also displayed in the report.

6. To View the voucher, enter G43A11 in fast path and then navigate to Purchase Order Processing, Receipts Matching and Processing, Match Voucher to Open Receipt.
7. In the Supplier Ledger Inquiry application, enter a document number and click search. For this OBE, Order Number 8950436 is selected to explain the two-way voucher match automation process.
8. The system displays the record for the document number. Select the record and click G/L Distribution.

   

   The Voucher Match Reversal application displayed the voucher created after matching the open order with open receipts using two-way voucher match automation process.

   

   We can follow the same steps for Automation Rules 08 and 09. Batch Voucher Entry program allows you to enter the necessary automation rules in the Automation Rule field.

Processing Open Invoices Against Open Purchase Orders in Workbench Application

1. Navigate to EnterpriseOne Menus, Supply Management, Procurement and Subcontract Management, Procurement Advanced and Technical Ops, Automation Voucher Processing, Voucher Match Process Workbench.
   

   

   We can review the following details:

   Company: 00001

   Invoice Date: Current Date

   Supplier: 9767

   Invoice Status: Unprocessed

2. Select View/Suggestion/Receipt/Orders option from the Invoice Action drop-down menu.
   

   

   We can review the open purchase orders as in the image below:

   

3. Click Automatic Select option. This option automatically selects open purchase orders for the open invoice amount and displays the selected record.

   

4. Click Perform Match option to create the voucher.
   

   Note that the invoice status has changed from unprocessed to Matched.

   

5. Review matched invoices using View Voucher option in the Invoice Action field for the matched record.

   

6. You can view the voucher and the G/L Distribution details.
   

   

   This example demonstrates how the JD Edwards Advanced Pricing system for Procurement automatically matches open invoices with open purchase orders using the two-way voucher match automation functionality. This process can be extended to match invoice lines with other rules (for example, 08,09).