Clearing Invoice Exceptions Overview

Transcription

1 Clearing s Overview Page 1 of 9 User Set Up User To Work s User Data Profile: Orgs, Asset Locs, Depts. User Role: Set Security Object(s) For Sales Tax s: additional Security Object Inventory must be set. tification? User Profile Done AP Limits Panel > Clearing tify Action General panel > Address Processing Order: A given invoice/invoice line may have multiple exceptions. ERP displays exceptions in the order below. s must be cleared one at a time in this order. When a quantity exception is cleared, if a price exception also exists, P appears. As each exception is cleared, the flag for any additional exception appears. When the final exception is cleared, totals can be adjusted and the invoice match completed. 1. Missing Lines (Missing Lines) 2. Quantity (Q) 3.Price (P) 4. Receiving (Receipt) (R) 5. Tax (T) Blanket PO? Standing PO? 8. Total Blue-shaded elements are links. 6. Dollar Limit (Dollar Limit) 7. Expired ( has passed) End Documentation topic: Search for Handling s

2 Clearing s Step 1 Clearing Missing Lines s X Page 2 of 9 1. Missing Lines Clear : Enable Organization for Missing Lines on PO Match Tables > Organizations > edit > AP Info > select Match Missing PO Lines Open s in List Locate > Invoicing > s in Match PO: Add Missing Line to Missing Line Tab Invoicing > Create s from POs On for PO panel, click Missing Lines tab > New Lines > Clear Line Added to Missing Lines tab. is in : X. Choose Resolution Create New PO Line to Match Line? Enter Panel Appears for Entering New Line Enter Values in Fields (s) s Select Line from PO and Match? Enter Enter Line Number from PO Delete Missing Line Enter

3 Clearing s Step 2 Clearing Quantity s Q Page 3 of 9 Invoicing > s in 2. Quantity s Open s in List Select Which is : or Receipt?? System Creates Receipt = Quantity. Adjusts Inventory. Select Enter Dept For Overage Overage Receiving Allowed? n-stock Item Overage? Organization record: n-stock Over Receiving Allowed (YN). Locate > Lines > Clear Receipt? Select Receipt (s) System Sets Qty = Receipt Quantity. Status is Incomplete s Manually Adjust to Complete Matching

4 Clearing s Step 3 Clearing Price s P Page 4 of 9 3. Price s Invoicing > s in Open s in List Locate > Select Which is : or Receipt? Warning: Contract Owner Must Approve Price Change. SCM Contract Item? System adjusts catalog price, inventory value, etc. Lines > Clear? Select Update Catalog Price? Receipt? Select Receipt System sets Unit Cost to Receipt Unit Cost (s) s

5 Clearing s Step 4 Clearing Receiving s R Page 5 of 9 4. Receiving s Clear s Treat Unreceived Lines as s Wait for Receipts to Arrive? Standing PO? Open s in List Invoicing > s in Lines Arrive Unreceived lines arrive: System matches receipts Standing PO: Cannot treat unreceived lines as exceptions Locate > Lines > Clear Create Receipt for the Line Creating the receipt adjusts inventory. Enter Adjustment (s) s

6 Clearing s Step 5 Clearing Tax s T Page 6 of 9 - An invoice contains a taxable amount, but the matching purchase order is not taxed; or vice versa. - For PO matched lines only (not manual invoices). 5. Sales Tax s Match Lines Invoicing > s in Clear s Locate > Create Tax Groups and Tax Rates Enter Org. GL Accounts for Tax; Set Calculate Tax Set System Values Flag Done Management > Tables > Tax Rates; Tax Groups Management > Tables > Organizations > Sales Tax; Main Work in Administration > Administration > System Values Work with Tax tab Check Taxed on Save System fills in Calculated Tax Amount Message appears on s List next to. Click Mark as Read Has Tax; Receipt Has Tax Enter Tax Amount Match Line Match Panel has top fields: Calculated Tax Amount; Difference in Tax Tax fields & total amount field must balance. Line Receipt Has Tax Amt? Another Line? Identify Mismatch. Choose one <- path -> Receipt Has Tax; Has Tax Match Line Line Receipt Has Tax Amt? Another Line? Tax fields & total amount field must balance. Uncheck Taxed on Save System removes Calculated Tax Amount Select Receipt Select Adjustment Lines? (s) Other s? Lines > Clear Tax on? Select Select Adjustment Change Tax on Item Record? Select Item Taxable Field

7 Clearing s Step 6 Blanket PO Dollar Limit s Dollar Limit Page 7 of 9 6. Blanket PO Dollar Limit s If a blanket PO has Price & Dollar Limit exceptions, clear the price exceptions first. If the PO has an Expiration Date exception and a Dollar Limit exception, clear the Dollar Limit first. Invoicing > s in Open s in List Receiptless lines: Matching receiptless blanket PO lines can put the invoice over the Dollar Limit. Lines with Receipts: The system will not let you proceed with an invoice over the dollar limit for a blanket PO with receipts. Locate > Menu > Clear Blanket PO Dollar Limits Enter New PO Dollar Limit You can accept the invoice amount, or enter a larger amount. If you enter a smaller amount, the invoice is still in exception. Go to Expiration Date

8 Clearing s Step 7 Clearing s Page 8 of 9 7. Blanket Expiration Date s Clear Blanket PO with Date after Open Organization Record Management Or AP > Tables > Organizations > AP Information Open s in List Locate > Invoicing > s in is Expired Select Create Blanket PO s Menu > Clear Blanket PO ERP Updates the PO Select New PO ERP writes a System te for the invoice Done Enter

9 Clearing s Step 8 Clearing Total s Total Page 9 of 9 8. Total s Clear Open s in List Invoicing > s in Management or AP > Vendors > Vendors > AP Location > edit > Tolerances tab Unselect Use System Tolerances Set & Use Vendor Tolerances? Work in Administration > Administration > System Values Set and Use System Tolerances Locate > Lines > Clear Warning: Contract Owner Must Approve Price Change. Enter Tolerance Values Total Dollar %age Total Dollar Cap Line Dollar %age Line Dollar Cap Done Total Dollar %age Total Dollar Cap Line Dollar %age Line Dollar Cap EDI 855 Line Dollar %age EDI 855 Line Dollar Cap Select Which is : or Receipt?? Select SCM Contract Item? Update Catalog Price? System adjusts catalog price, inventory value, etc. Receipt? Select Receipt System sets Unit Cost to Receipt Unit Cost (s)