In order to match a Purchase Invoice, please do the following:
Go to the Purchase tab
Select the Purchase Invoice Menu
Then click on Purchase Invoice Matching
Type in the relevant supplier (or press F5 and choose from the list) and add the Invoice number (the number on the invoice that has been received)
By clicking on View Outstanding Items it will show the ones that have yet to be matched
At the previous screen, once the supplier’s invoice number has been entered, press Ok
Then the value and date of the invoice can be entered, leaving ’Our Reference’ blank will get the system to auto-allocate, (but it is possible to enter a custom reference too)
Click on Ok
Then the outstanding items can be found and you can Match the appropriate ones
The fields at the bottom will show in green as matched and once the details have been confirmed, click on Post Invoice
Click Yes. This shows the advice note details
The invoice is then ready to be exported
Credit notes
In this scenario, there is a PO for £150 but in this case, the supplier has sent an invoice for £200
First, the matching process is carried out as normal
But on the next screen, the actual value of the invoice is entered (in this case, £200)
On the next screen, the £150 advice note/purchase order is chosen but then clicking on the Change button
This allows the new value to be entered (enter the £200 on the field on the right as shown)
There is then a warning, and this is where the opportunity to tell the system that a credit note will be required
Click Yes and the part is then highlighted and the quantity is shown as matched at the bottom, with an exclamation mark to show there is a difference
Then the invoice can be posted
The Invoice is then ready to be exported
When a Credit Note is received they can be posted in a similar way, but Credit Note is selected on the first screen
This can then be matched
A message will be displayed if there is a discrepancy between the invoice and the current supplier price. Note: This is covered further in the Price Adjustment section below
Click on the match button
The Credit Note can be posted
The Credit Note is then ready to be exported
Price adjustment
In this case, the invoice has come in, correctly, but the price has changed and so an adjustment is required but no Credit Note is required.
The invoice total is entered
The invoice to be matched is for £5.99, so the ’Change’ button will be clicked
Then £8.00 can be entered for the Invoiced Goods Value
Then, as there will be no credit note ’No’ will be chosen
Again it is possible to change the purchase prices for the part at this point if required
If Yes is chosen then it goes to the supplier prices page, where the price can be checked and any necessary amendments made
This is now matched with an exclamation mark and tooltip to show the details
And it can now be posted and exported as usual