Receipt Application Using the Match Receipts By Rule
During lockbox and manual receipt processing, Receivables uses the settings of the Match Receipts By rule to identify the document type to use to match receipts to transactions when customer information isn't available.
Document Types for Receipt Matching
The following six document types are used to match receipts to transactions. During receipt processing, Receivables searches for one of these document types in this order:
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Transaction number
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Sales order number
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Purchase order number
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Balance forward billing number (Lockbox only)
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Shipping reference
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Contract number
Selection of the Match Receipts By Rule
When Receivables finds a document type with the same number as the current search to match the receipt with a transaction, the process checks the locations where Match Receipts By rules are enabled in this order:
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Customer bill-to site
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Customer
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Lockbox (for lockbox processing)
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System options
Receivables looks for a rule that matches the document type of the number in the current search, and stops when a value is found. For example, if Receivables finds a matching transaction number in the first search, it checks the customer site for the Match Receipts By rule. If the rule is set to Transaction, Receivables matches the receipt with this transaction and applies the receipt.
If the Match Receipts By rule at the customer site is a document type other than Transaction, Receivables searches for a number that matches this document type.
If there are no values assigned at the customer site or customer level:
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For lockbox processing, Receivables uses either the Match Receipts By rule assigned to the lockbox or, if the Use match criteria to determine customer option is enabled, the entire document type hierarchy.
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For manual receipt processing, Receivables uses the Match Receipts By settings on the Receivables system options record assigned to the business unit.
If Receivables can't find a match after searching each document type, the process applies the receipt using the AutoCash rule set defined for the customer.
If the AutoCash rule set is unable to apply the receipt, Receivables assigns the receipt a status of Unapplied. You must then manually apply the receipt.
Examples of Matching Rules
Here are two examples of using matching rules.
Example 1: During lockbox processing, a receipt record indicates that a receipt should be applied to open debit item 12345. Receivables first searches for a transaction (invoice, debit memo, chargeback) with this number. Receivables finds an invoice with this number, so the process checks the value of the Match Receipts By parameter at the customer site. The Match Receipts By rule is null for this customer site, so Receivables checks the setting in the customer profile. Match Receipts By is set to Transaction in the customer profile, so Receivables matches and applies the receipt to the invoice.
Example 2: Using the same receipt record information as Example 1, assume that Receivables fails to find a transaction with the number 12345. The process then searches for a sales order with this number. Receivables can't find a sales order with this number, so it now searches for and finds a purchase order with number 12345. Receivables then checks the Match Receipts By rule at the customer site. The Match Receipts By rule is null for this customer site, so Receivables checks the setting in the customer profile. The rule is also null in the customer profile, so Receivables checks the rule for the lockbox. The Match Receipts By rule is set to Purchase Order Number for this lockbox, so the process matches the receipt with this purchase order and applies the receipt to the transaction.