1 Getting Started
System Options
System options are used to control a variety of behaviors in Invoice Matching, provide some defaulting for certain document values including and actions as well as reporting options. The first time that Invoice Matching is opened after provisioning, these options should be configured in order to ensure that all Invoice matching documents and processes follow the desired behavior.
Document Maintenance and Processing Parameters
| System Option | Optional? | Re-configuration Restricted? | Default Value | Description |
|---|---|---|---|---|
|
Default Pay Now Terms (Deals) |
Y |
N |
Null |
This column holds the term id that is defaulted on deal documents. In the document creation dialog, this term, its discount percentage, and due days are defaulted onto new deal documents |
|
Default Pay Now Terms (RTV) |
Y |
N |
Null |
This column holds the term id that is defaulted on RTVs and resulting documents. In the document creation dialog, this term, and its discount percentage and due days are defaulted onto RTVs and resolution documents. |
|
Post Dated Document Days |
N |
N |
How many days old a document can be when entered into the system. For example, if set to 180 then a document older than six months cannot be entered via EDI or online entry. |
|
|
Total Header Quantity Required |
N |
N |
Checked |
Is header quantity required when creating a merchandise invoice? |
|
Include Doc Date for Dup Check |
N |
N |
Unchecked |
Indicates whether the document date should be included in the uniqueness check. If this setting is checked, 'Include Doc Year for Dup Check' must be unchecked. |
|
Include Doc Year for Dup Check |
N |
N |
Unchecked |
Indicates whether the document year should be included in the uniqueness check. If this setting is checked, 'Include Doc Date for Dup Check' must be unchecked |
|
Use Invoice Received Date to Calculate Due Date |
N |
N |
Unchecked |
When checked, the Invoice Received Date is used to calculate the Due Date. When unchecked, the system will use either document date or receipt of goods date (depending on supplier option settings) to calculate the due date. |
|
Default Location |
Y |
N |
Null |
Default system location, used by non merch document injection. |
|
Default Department |
Y |
N |
Null |
Default system department, used by deal processing. |
|
Default Class |
Y |
N |
Null |
Default system class, used by deal processing. |
|
Post Based on Doc Header |
N |
N |
Unchecked |
Should posting be done based on the document header rather a than the accumulated total of the details. |
|
Prorate Across Tax Codes |
N |
N |
Checked |
Should tax postings be prorated across non tax lines in same line group. This value should be Checked (Y) if integrating to Oracle Cloud Financials. |
|
Post Intra Region Tax Ind |
N |
N |
Checked |
This Indicator is applicable on documents where supplier's and location's vat region are different. When set to ON, posting will post the taxes applicable on the item on location's VAT region as it would if supplier's and locations VAT region were the same. |
|
Default Set of Books |
Y |
N |
Null |
Default set of books. |
|
Allow Third Party Payee |
N |
N |
Unchecked |
Indicates whether or not Third Party Payees are supported. If checked, Third Party Payees can be entered through UI, Induction, or EDI, and the field will be passed to the financial system. |
|
Maximum Segments Supported |
N |
N |
Maximum number of supported G/L accounting segments. |
|
|
Always Use Purchase Order Exchange rate |
N |
N |
Checked |
Indicates whether The Purchase Order exchange rate should always be used as the exchange rate. If unchecked, then the country of the location on the document is used to determine if the document date should be used to capture the exchange rate. |
|
Calculate Exchange Rate Variance |
N |
N |
Unchecked |
Indicates whether the Exchange Rate Variance should be calculated when posting merchandise invoices. The Variance calculation is : Receipt Cost (PO Curr) * Receipt Exchange Rate – Receipt Cost (PO Curr) * Invoice Exchange Rate = Variance Amount (Local Currency). |
|
Countries Using Document Date to Obtain Exchange Rate |
N |
N |
null |
This table holds the countries where the document date should be used to determine the exchange rate. It is only shown if the system option ‘Always Use Purchase Order Exchange rate’ is unchecked, otherwise it is not used and is hidden. |
Allowance, Tolerance, Tax and History Parameters
| System Option | Optional? | Re-configuration Restricted? | Default Value | Description |
|---|---|---|---|---|
|
Max Tolerance % |
N |
N |
Defines the largest percent tolerance that can be used within the system |
|
|
Calc Tolerance |
Y |
N |
Calculation tolerance value. This is used to allow documents to be loaded to the system even if they have small rounding differences between the accumulated details and the document header. It is also used to allow for small rounding differences for taxes. |
|
|
Balancing Tolerance |
Y |
N |
Tolerance setting for adjusting detail lines to align vat amount for balancing posting. |
|
|
Close Open Receipt Days |
N |
N |
This column holds the number of days that a shipment can remain in ready for match status before it is automatically closed by Invoice Matching. |
|
|
Document History Days |
N |
N |
Defines the number of days document history will be held before purging (for documents that have been fully processed) |
|
|
Receipt Write Off Days |
N |
N |
Number of days to keep receipts before purging. |
|
|
Deal Document Purge Days |
N |
N |
Number of days to keep posted deals |
|
|
Number of Taxes Allowed |
N |
Conditional |
0 |
Number of supported taxes per item. Valid values include 'Single Tax', 'No Tax', or 'Global Taxes'. |
|
Tax Document Creation Level |
Y |
N |
Null |
Tax document creation level; used to define of level at which rejection due to incorrect tax. Valid values include 'Item' or 'Full Invoice'. |
|
Tax Validation Type |
Y |
Conditional |
Null |
Type of tax validation. Valid values include 'Reconcile', 'Retailer', or 'Vendor'. |
|
Default Header Tax |
N |
N |
Unchecked |
Should header taxes be defaulted from detail taxes |
|
Delay Line Matching |
N |
N |
Unchecked |
Checking this indicator means Detail (or line level) matching will not occur until after the routing date is passed. If left unchecked, line matching will be attempted each time automatch is run (assuming the match strategy calls for it) but discrepancies are not generated (or auto resolved) until after the routing date has passed. |
|
Allowance Matching |
N |
Unchecked |
This field would be unchecked by default and will be used in a future release. |
Discrepancy Resolution Parameters
| System Option | Optional? | Re-configuration Restricted? | Default Value | Description |
|---|---|---|---|---|
|
Debit Memo Send Days |
N |
N |
Defines the number of days prior to the due date of an invoice that a debit memo should be sent if the credit note is late. |
|
|
Resolution Due Days |
N |
N |
Cost and Quantity discrepancy resolution due days. Used in calculation of resolve by date. This column holds the number of days that a cost resolution can stay outstanding from when it was routed for review to when it should be resolved. |
|
|
Days Before Due Date |
N |
N |
This parameter will indicate the maximum number of days before the invoice due date that any discrepancies for that invoice should be routed. |
|
|
Tax Resolution Due Days |
N |
N |
Tax discrepancy resolution due days. Used in calculation of tax discrepancy resolve by date. This column holds the number of days that a tax resolution can stay outstanding from when it was routed for review to when it should be resolved. |
|
|
Default Overbill Reason Code Cost |
N |
N |
Default reason code for overbill cost. |
|
|
Default Overbill Reason Code Quantity |
N |
N |
Default reason code for overbill quantity. |
|
|
Default Underbill Reason Code Cost |
N |
N |
Default reason code for underbill cost. |
|
|
Default Underbill Reason Code Quantity |
N |
N |
Default reason code for underbill quantity. |
|
|
Exclude Prefix on Externally Sourced Documents |
N |
N |
Unchecked |
When checked the system will not append document specific prefix to externally generated documents including documents from EDI, Spreadsheet Induction, ReST Service, and Bulk Upload (XML). Resolution Documents and documents entered via the UI will continue to include the prefix. When unchecked the document specific prefix will be included on documents from all sources. |
|
Use Suffix Instead of Prefix |
N |
N |
Unchecked |
This indicator will determine if resolution and other generated documents will use a suffix instead of a prefix. The suffix (or prefix) is appended to the source document ID. |
|
Debit Memo Prefix Cost |
N |
N |
Document prefix for generated Debit memo cost |
|
|
Debit Memo Prefix Qty |
N |
N |
Document prefix for generated Debit memo qty |
|
|
Debit Memo Prefix Tax |
N |
N |
Document prefix for generated Debit memo tax |
|
|
Credit Memo Prefix Cost |
N |
N |
Document prefix for generated Credit memo cost |
|
|
Credit Memo Prefix Qty |
N |
N |
Document prefix for generated Credit memo qty |
|
|
CNR Prefix Cost |
N |
N |
Document prefix for generated Credit note cost |
|
|
CNR Prefix Qty |
N |
N |
Document prefix for generated Credit note qty |
|
|
CNR Prefix Tax |
N |
N |
Document prefix for generated Credit note tax |
System Variables
| System Option | Optional? | Re-configuration Restricted? | Default Value | Description |
|---|---|---|---|---|
|
Document Qty Decimals |
N |
2 |
Maximum number of digits allowed for quantity. Both display as well as accepting data |
|
|
Batch Date Format |
N |
Expected data format for Injector batch |
||
|
OBIEE Enabled |
N |
Checked |
Flag associated with OBIEE integration. Used to enable/disable OBIEE reports display. |
|
|
webservice.financial.account.validation |
Y |
N |
Provider URL for account validation |
|
|
webservice.account.validation.credentials |
Y |
N |
Enable validation of webservice account credentials. Should be secure. |
|
|
webservice.financial.drill.forward.credentials |
Y |
N |
Enable validation of webservice drill forward credentials. Should be secure. |
|
|
webservice.financial.drill.forward |
Y |
N |
Provider URL for drill forward |
Report Options
| System Option | Optional? | Re-configuration Restricted? | Default Value | Description |
|---|---|---|---|---|
|
Past Due Warning |
N |
N |
The Past Due Warning option defines the number of past due invoices necessary for the Past Due tile to appear yellow (indicating a warning) on the dashboard. This value must be less than or equal to the Invoices Due - Past Due Critical System parameter. |
|
|
Past Due Critical |
N |
N |
The Past Due Critical option defines the number of past due invoices necessary for the Past Due tile to appear red (indicating a critical level of invoices are past due) on the dashboard. This value must be greater than or equal to the Invoices Due - Past Due Warning System parameter. |
|
|
Today Warning |
N |
N |
The Today Warning option defines the number of invoices due necessary for the Today tile to appear yellow (indicating a warning) on the dashboard. This value must be less than or equal to the Invoices Due - Today Critical System parameter. |
|
|
Today Critical |
N |
N |
The Today Critical option defines the number of invoices due necessary for the Today tile to appear red (indicating a critical level of invoices are due today) on the dash board. This value must be greater than or equal to the Invoices Due - Today Warning System parameter. |
|
|
Tomorrow Warning |
N |
N |
The Tomorrow Warning option defines the number of invoices due necessary for the Tomorrow tile to appear yellow (indicating a warning) on the dashboard. This value must be less than or equal to the Invoices Due - Tomorrow Critical System parameter. |
|
|
Tomorrow Critical |
N |
N |
The Tomorrow Critical option defines the number of invoices due necessary for the Tomorrow tile to appear red (indicating a critical level of invoices are due today). This value must be greater than or equal to the Invoices Due - Tomorrow Warning System parameter. |
|
|
2 Days Out Warning |
N |
N |
The 2 Days Out Warning option defines the number of invoices due necessary for the 2 Days Out tile to appear yellow (indicating a warning) on the dashboard. This value must be less than or equal to the Invoices Due - 2 Days Out Critical System parameter. |
|
|
2 Days Out Critical |
N |
N |
The 2 Days Out Critical option defines the number of invoices due necessary for the 2 Days Out tile to appear red (indicating a critical level of invoices are due today). This value must be greater than or equal to the Invoices Due - 2 Days Out Warning System parameter. |
|
|
3 Days Out Warning |
N |
N |
The 3 Days Out Warning option defines the number of invoices due necessary for the 3 Days Out tile to appear yellow (indicating a warning) on the dashboard. This value must be less than or equal to the Invoices Due - 3 Days Out Critical System parameter. |
|
|
3 Days Out Critical |
N |
N |
The 3 Days Out Critical option defines the number of invoices due necessary for the 3 Days Out tile to appear red (indicating a critical level of invoices are due today). This value must be greater than or equal to the Invoices Due - 3 Days Out Warning System parameter. |