AP30 - Invoice/Receipt Matching

Upon acceptance of the Print Receiving Register (PO64), the details of each Receipt are written to the Receipts Accrual Detail file where they remain until the Receipt is on-line matched to the Supplier's Invoice. PO64 also generates a Credit to the Receipts Accrual control account in the General Ledger (GL).

Once the Invoice Header is entered in AP30, the program automatically opens the Receipt Lines folder. When a Receipt number is entered, the details of the Receipt are listed. You must first identify the Receipt lines that are on the Supplier Invoice and apply them. This can be done by double-clicking on each Receipt line and then clicking on Apply Selected Lines or if ALL Receipt lines were Invoiced, then click Apply All Lines.

Once applied, the Receipt detail lines automatically move to the Receipt Accrual folder for on-line matching. The system remains on the Receipt Accruals folder. The variance between the Invoice gross amount and the applied Receipt lines displays. Several options are available at this point:

• If the Invoice also contains Products from another Receipt (i.e. multiple Receipts Invoiced on a single Supplier Invoice), then enter the next Receipt number and apply those lines too.

• If there are no discrepancies or the variance is minimal, you may choose to process the entire Receipt by clicking Create GL Distributions for Applied Lines. The original Receipt amount is debited out of Receipts Accrual and if there is any variance, then the program automatically opens the GL Distribution folder for manual distribution to a Variance account entered by the Operator.

• If the variance is significant, you can open the Receipt Accruals folder and begin the detailed on-line matching process. Discrepancies in quantities and prices can be entered (which recalculate the line extension) or the Invoiced line extension can simply be entered. Upon completion of entering the discrepancies, click Apply all Receipt Lines as GL Distributions and the original Receipt amount is debited from Receipts Accrual and a posting for the value of the correction is automatically generated to the Receipts Variance account defined in CC00/Purchasing.

• The AP Invoice number is updated in the Receipt record in the Receipts Accrual Detail file, thereby deeming it 'matched'.

• Any discrepancies entered in Receipt Accruals folder are also recorded in the Receipt Accrual Detail for reporting on the Receipt Accrual Report (AP35, format 2).

Examples:

1. Multiple Receipts matched up on a single AP Invoice:

   	Line	Product	Rec'd Qty	Amt	Matched on AP Invoice #	R/A Debit
   Receipt 456	001	9001	50	$50	3
   Receipt 457	001	9002	75	$75	3	$125

   Two different Receipts are processed through PO60/64. When the AP Invoice is received, both shipments (Receipts) are Invoiced on the same AP Invoice. In AP30, the Invoice details are entered and then both Receipts are called up and matched individually.

2. Single Receipt (multiple Receipt lines) with each Receipt line Invoiced on a Separate AP Invoice

   	Line	Product	Rec'd Qty	Amt	Matched on AP Invoice #	R/A Debit
   Receipt 123	001	9001	50	$50	1	$50
   	002	9002	75	$75	2	$75

   When Invoice 1 is matched against Receipt 123, Line 001, the Receipt Accrual control account, gets debited for $50.00 and Line 2 is available for matching on AP Invoice 2.

3. Single Receipt (single Receipt line) matched up to multiple AP Invoices

   	Line	Product	Rec'd Qty	Inv'd Qty	Matched on AP Invoice #
   Receipt 789	001	9001	50	35	4
   				15	5

   This scenario is NOT allowed. You cannot match an AP Invoice to part of a Receipt detail line. Receipts Accrual is debited with the full value of the applied Receipt detail line; the difference is credited to the Variance account. When the second Invoice is Received, it is not matched up to any Receipt number. Instead, the debit that normally goes to the Receipts Accrual account is manually debited to that same Variance account.