2 Invoice Matching Foundation Entities

Invoice Matching contains several data concepts that are base elements that are not configurable by the customer. Understanding these elements is key to using Invoice Matching. These elements are described below and include; Document Types and Basic Transactions and Reason Code Actions.

Document Types

Doc Type Code	Document Type Description	Notes
MRCHI	Merchandise Invoice	This is a standard invoice from a Merchandise Supplier to the retailer. It is for merchandise items and is used in the matching process and matched to Purchase Orders and Receipts in Merchandising. It may contain items or be a header only level invoice. It also may contain non-merchandise costs as well as taxes. It may be entered into Invoice Matching or loaded through induction or EDI.
NMRCHI	Non Merchandise Invoice	This is an invoice from either a Merchandise Supplier or other type of Partner and does not contain any Merchandise Items. This invoice is not part of the matching process. It may manually be entered into Invoice Matching or loaded through induction or EDI. It may also be created in the Retail Trade Management functions in Merchandising and passed to Invoice Matching through internal integration.
CRDNT	Credit Note	This is a document issued by a vendor to the retailer and is an offset to an Invoice. It may be sent independent of any process in Invoice Matching or may be sent in response to a Credit Note Request issued by Invoice Matching. Credit Notes are processed in the Credit Note/Credit Note Request matching process, but not in the Invoice Matching process. It may manually be entered into Invoice Matching or loaded through induction or EDI.
DEBMC	Debit Memo Cost	This is a document issued by the retailer to a supplier and is an offset to an Invoice that was an overbill for Cost. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Debit Memos are not used in any matching process. Deals…
DEBMQ	Debit Memo Quantity	This is a document issued by the retailer to a supplier and is an offset to an Invoice that was an overbill for Quantity. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Debit Memos are not used in any matching process. Deals…
DEBMET	Debit Memo Tax	This is a document issued by the retailer to a supplier to request that the vendor re-invoice with corrected tax information. It is generated as a result of the Tax discrepancy resolution process in Invoice Matching.
CRDMEC	Credit Memo Cost	This is a document issued by the retailer to a supplier and is an offset to an Invoice that was an underbill for Cost. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Credit Memos are not used in any matching process.
CRDMEQ	Credit Memo Quantity	This is a document issued by the retailer to a supplier and is an offset to an Invoice that was an underbill for Quantity. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Credit Memos are not used in any matching process.
CRDNRC	Credit Note Request Cost	This is a document issued by the retailer to a supplier and is Issued to request a Credit Note from the vendor to be an offset to an Invoice that was an overbill for Cost. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Credit Note Request are used in the Credit Note/Credit Note Request matching process.
CRDNRQ	Credit Note Request Quantity	This is a document issued by the retailer to a supplier and is Issued to request a Credit Note from the vendor to be an offset to an Invoice that was an overbill for Quantity. It is generated as a result of the Invoice Matching discrepancy resolution process or can be manually created or loaded through Induction. Credit Note Request are used in the Credit Note/Credit Note Request matching process.

Basic Transactions

The basic transactions are all the transactions that are posted by Invoice Matching with the exception of REASON, which is dedicated to the Resolution Action.

Transaction Code	Transaction Code Description	Notes
TAP	Trade Accounts Payable	This Transaction represent the posting for the full amount of an invoice or other document being posted to accounts payable. For a vendor invoice, it represents the amount to be paid to the vendor and is the header level value with a single record per document. The mappings assigned can vary by the Location on the Invoice.
TAPNDI	Trade Accounts Payable - Non Dynamic	This Transaction represent the posting for the full amount of an invoice or other document being posted to accounts payable. For a vendor invoice, it represents the amount to be paid to the vendor and is the header level value with a single record per document. This is used for Non Merchandise invoices.
UNR	Unmatched Receipt	The transaction represents receipts that are being paid, and offsets the Unmatched Receipt Account that was booked in Merchandising when the receipt was first recorded.
VWT	Variance Within Tolerance	Variance within tolerance represents the extended cost difference between receipt and invoice within the set tolerances, which can be specified at multiple levels.
PPA	Pre-Paid Asset	This transaction is written when a user force pays an invoice before it has been matched. The value of the invoice is booked to the account selected for pre-paid asset and the offset is to the TAP transaction. When the invoice is later matched, the posting will be to the usual transactions for a matched invoice with offset to PPA rather than TAP in order to reverse the original PPA posting.
RWO	Receipt Write Off	The RWO transaction is used when a receipt has been unmatched and unpaid for more than the Receipt Write-Off Days. Usually the idea is to move the existing liability to another liability account since it may eventually be paid.
VCT	Variance Calc Tolerance	The transaction is posted in case an invoice header is not equal to the invoice details and postings have been configured to be done based on the header information. The tolerance level is driven by a system option called Calc Tolerance. The tolerance can be defined as percent or amount.
VCTT	Variance Calc Tax Tolerance	The transaction is posted in case the total taxes at an invoice header is not equal to the total taxes based on the invoice details and postings have been configured to be done based on the header information.
TAX	Tax	The TAX transaction represents the VAT that needs to be paid on an invoice. This would be mapped to a VAT Expense which can be sub-account of an expense account.
TAXNDI	Tax Non-Dynamic	The transaction represents VAT payments on operations like obligations, deals, and other transactions that cannot be directly linked to merchandise items.
TAXACQ	Acquisition Tax	This transaction is added to an invoice posting when Acquisition Tax is being applied to the transaction. This is the acquisition Tax amount that the retailer is liable to pay for the transaction. It is added onto the invoice at posting and is intended to accrue the acquisition taxes that the retailer needs to pay in their financial system.
TAXACO	Acquisition Tax Offset	This transaction is an offset to the above Acquisition Tax posting to balance the invoice when it is posted. It should match in amount the Acquisition Tax posting but have the opposite sign.
TAXRVC	Reverse Charge VAT	This transaction is added to an invoice posting when Reverse Charge Tax is being applied to the transaction. This is the Reverse Charge Tax amount that the retailer is liable to pay for the transaction. It is added onto the invoice at posting and is intended to accrue the reverse charge taxes that the retailer needs to pay in their financial system.
TAXRVO	Reverse Charge VAT Offset	This transaction is an offset to the above reverse charge tax posting to balance the invoice when it is posted. It should match in amount the reverse charge tax posting but have the opposite sign.
CRN	Credit Note	Booking of the value of the Merchandise on a Credit Note. May be dynamically mapped based on the Department/Class information for the Merchandise items on the Credit Note.
CRNNDI	Credit Note - Non Dynamic	Used for the Non Merchandise value of a Credit Note as no Departments exist to base Dynamic mapping on.
DIRAF	Deal Income Receivable - Fixed	Deals income on fixed deals is posted to AP by Invoice Matching through the Fixed Deal Income Receivable (DIRAF) basic transactions. The associated GL cross reference mapping allows deal income to be mapped to a specific General Ledger account. For VAT posting, a TAX basic transaction allows VAT to be mapped to General Ledger accounts separately from the DIRAF transaction. Debit Memos created by RMS for deals income on complex deals for rebates or bill-backs use the Complex
DIRAR	Deal Income Receivable - Complex	Deal Income Receivable (DIRAR) basic transactions when posting to AP. These transaction and associated GL cross reference mapping allow deal income to be mapped to a specific General Ledger account. For VAT posting, a TAX basic transaction allows VAT to be mapped to General Ledger accounts separately from the associated transaction lines.
EXVAR	Exchange Rate Variance	This transaction is calculated during posting when the ‘Calculate Exchange Rate Variance’ System Option is set.   It calculates the variance between the Invoice Exchange Rate and the Receipt Exchange Rate for the receipt cost. The calculation is done for Merchandise Invoice only.
EXVARO	Exchange Rate Variance Offset	Exchange Rate Variance Offset  This transaction is calculated during posting when the ‘Calculate Exchange Rate Variance’ System Option is set.  It is the offset for the Exchange Rate Variance transaction.
NMRCH	Non Merchandise	The NMERCH transaction is posted for non-merchandise codes on invoices. The invoice can be non-merchandise (contain only non-merchandise lines). Also, an invoice can be a merchandise invoice with non-merchandise entries on it.

Reason Code Actions

Action Code	Reason Code Action Description	Notes
DWO	Discrepancy Write Off	This action allows the user to stop any further matching activity, export the invoice for payment, and create an entry for the unresolved difference (no document data is created; any discrepancies are written-off).
CBC	Charge Back Cost	When a cost discrepancy is marked for resolution with a Charge Back Cost, either a debit memo cost or credit note request cost (depending on the im_supplier_options.send_debit_memo indicator) is created. If the supplier option is set to Yes, a debit memo cost will be sent. If the supplier option is No, a credit note request is sent.
CBQ	Charge Back Quantity	When a cost discrepancy is marked for resolution with a Charge Back Quantity, either a debit memo quantity or credit note request quantity (depending on the im_supplier_options.send_debit_memo indicator) is created and sent to the supplier. If the supplier option is set to Yes, a debit memo quantity is sent. If the supplier option is No, a credit note request quantity is sent.
CMC	Credit Memo Cost	When a cost discrepancy is marked for resolution with a Credit Memo Cost, a credit memo cost containing the discrepant item is sent to the supplier.
CMQ	Credit Memo Quantity	When a quantity discrepancy is marked for resolution with a Credit Memo Quantity. A credit memo quantity containing the discrepant item is sent to the supplier.
RCA	Receiver Cost Adjustment Order Receipt Only	This action creates a record based on the adjusted cost of the receiver and the associated PO (for all locations with same item cost) to match the invoice cost or to another value. This action calls a trigger which invokes an API which does the Receiver Cost Adjustment in RMS.
RCAS	Receiver Cost Adjustment Order Receipt Supplier Cost	This action is identical to the action 'Receiver Cost Adjustment - PO and receipt only' except that the supplier cost file in RMS is updated as well.
RCAMR	Receiver Cost Adjustment Order Receipt Matched Receipt Only	This action is identical to the action 'Receiver Cost Adjustment - PO and Receipt only', except that it will also update the cost on Match Receipts as well.
RCASMR	Receiver Cost Adjustment Order Receipt Matched Receipt Supplier Cost	This action is identical to the action 'Receiver Cost Adjustment - PO, Receipt, Matched Receipt only' except that the supplier cost file in RMS is updated as well.
RUA	Receiver Unit Adjustment	This action creates a record from the unit adjustment to match the receiver with associated invoice lines. This action calls a trigger which invokes an API which does the Receiver Unit Adjustment in RMS.
DMTI	Charge Back Tax Item	Reason codes with this action will generate a Debit Memo for just the individual item with the Tax discrepancy. The item will be flagged as matched. If there are no other unmatched items on the invoice, the invoice will also be flagged as matched.
DMTF	Charge Back Tax Document	Reason codes with this action will generate a Debit Memo for the 'full' amount of the invoice. All items on the invoice and the invoice itself will be flagged as matched
CNRTI	Credit Note Request Tax Item	Reason codes with this action will generate a Credit Note Request for just the individual item with the Tax discrepancy. The item will be flagged as matched. If there are no other unmatched items on the invoice, the invoice will also be flagged as matched.
CNRTF	Credit Note Request Tax Document	Reason codes with this action will generated a Credit Note Request for the full amount of the invoice (see footnote for Debit Memo Vat Full). All items on the invoice and the invoice itself will be flagged as matched.
UIT	Use Invoice Tax	Reason Codes with action are used to indicate that for an Invoice that has a tax discrepancy, that they retailer has chosen to override the tax discrepancy and retain the taxes as entered on the invoice.