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Edit Document 1282143.1


Payables Invoice Matching Explained [ID 1441364.1]

Modified 18-MAY-2012 Type WHITE PAPER Status PUBLISHED

In this Document

Abstract
History
Details
OVERVIEW
SETUP
MATCH PROCESS
References

Applies to:
Oracle Purchasing - Version 11.5.10.2 to 12.1.3 [Release 11.5 to 12.1]
Oracle Payables
Information in this document applies to any platform.

Abstract

Improve your understanding of invoice matching and provide an overview of invoice matching and setup requirements in both Oracle Payables and Purchasing.

This document is intended for customers who wish to learn more about the way Invoice Matching is done in R12.

History

Author: Samantha Fisher,

Details

OVERVIEW

Oracle Payables shares purchase order information from your purchasing system to enable online matching with invoices.

You can match Payables invoices to purchase orders to ensure that you pay only for the goods that you have ordered, or you can match to purchase order
receipts to ensure that you pay only for goods that you have received.

Purchase order matched invoices are invoices that you match to any of the following:

Purchase order shipments

Purchase order receipts

Purchase order receipt lines

Purchase order distributions

You can set up controls in your system to require you to purchase order match each invoice. You can also set an option on a purchase order shipment that
controls whether invoices should match to that shipment directly or to a receipt. You set tolerances to specify the range of variance you will allow if the amounts
or quantities on the invoice are greater than the amounts or quantities on the purchase order or receipt.

When you enter an invoice and match it, Payables automatically creates distributions for you and checks that the match is within the tolerance you define.

After you save the match, Payables updates the quantity or amount billed for each matched shipment and its corresponding distribution(s) based on the amount
you enter in the Quantity Invoiced field. Payables also updates the amount billed on the purchase order distribution(s).

You can match an invoice to a purchase order in different ways:

Receipt match. Matching to receipts allows you to pay only for goods or services you receive, and to pay for partial shipments without getting invoice
holds. In addition, any exchange rate variance is likely to be smaller because the time between the receipt and invoice is less than the time between the
purchase order and invoice.

If you use one of the Periodic Costing options available in Oracle Cost Management to record costs of goods that you order, it is critical that you
always match to receipts to ensure accurate cost accounting. When you match an invoice for goods to a receipt, you can also link other charges,
such as freight, tax, and miscellaneous to that receipt, so that costing can include those charges in the cost of the goods. If you match to a
purchase order instead of a receipt, you will not have accurate costing data.

Purchase order shipment match. Based on the Quantity Invoiced, Payables prorates the Match Amount across all non-fully billed purchase order
distributions associated with the purchase order shipments you match to. Payables automatically creates invoice distributions based on the purchase
order distributions.

You can match to individual purchase order shipments. Payables automatically creates invoice distributions based on the purchase order
distributions.

Purchase order distribution match. You can allocate the match amount to specific purchase order distributions. Payables automatically creates invoice
distributions based on the purchase order distributions you match to.

Price correction. Use a price correction to adjust the invoiced unit price of previously matched purchase order shipments, distributions, or receipts without
adjusting the quantity billed.

When you are matching to a purchase order, open the View PO window to have easy access to purchase order information.

You can match a single invoice to multiple purchase order shipments, or you can match multiple invoices to a single purchase order shipment. Oracle Payables
ensures that you match only to purchase orders for the supplier on the invoice and that the purchase order and invoice currencies match.

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Purchase orders are created for Inventory Items or Expense Items. The accounting entries created by matching invoices to POs will be different for Inventory
Items as compared to Expense Items depending on whether you accrue expense items on receipt or at period end.

SETUP

Oracle Payables supports three levels of matching which verify that purchase order and invoice information match within defined tolerances as follows:

2-way matching quantity billed <= quantity ordered

3-way matching quantity billed <= quantity ordered

quantity billed <= quantity received

4-way matching quantity billed <= quantity ordered

quantity billed <= quantity received

quantity billed <= quantity accepted

This option can be setup as a default at various levels:

a) Purchasing Options:
Purchasing > Setup : Organizations > Purchasing Options > Document Defaults > Match Approval Level

b) Suppliers:
In Purchasing, Supply Base > Suppliers > Update > Terms and Controls > Receiving

c) PO Shipment:
In Purchasing, Purchase Orders > Purchase Orders > PO Shipments > More

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If you are using 4-way matching you must also enable inspection of the goods when they are received. To do this you can set the default in Receiving Options or
set inspection at the PO Shipment level.

a) Receiving Options:
In Purchasing, Setup > Organizations > Receiving Options > Receipt Routing

b) PO Shipment:
In Purchasing, Purchase Orders > Purchase Orders > PO Shipments > Receiving Controls

To require inspection, change receipt routing to 'Inspection Required' for the PO.

You must also define a Purchase Price Variance Account. This account shows the variance between the purchase price on the purchase order and the standard
cost for all items you receive and deliver into inventory and work in process. Inventory records purchase price variance on delivery into a subinventory. Work in
Process records purchase price variance on delivery into the job or repetitive schedule.

You must also define an Invoice Price Variance Account. This account shows the difference between the purchase price on the purchase order and the purchase
price on the invoice.

In Purchasing, Setup > Organizations > Organizations.


Place your cursor on the inventory org and click the others button.
Select Inventory Information. Select alternate region other accounts.

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In Payables, the important setup steps are Matching Options and Tolerances.
Setup > Options > Payables Options > Matching:

Allow Final Matching. Select this option to allow final matching of purchase order matched invoices. You can indicate a final match when you match an
invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. Select this option only if you want to allow the option of
permanently closing the purchase orders. Once a purchase order is permanently closed, you cannot reopen the purchase orders.

Allow Distribution Level Matching. Select this option if you want to allow matching to purchase order distributions. If you sselect this option, you can
match an invoice to one or more purchase order distributions. If you do not select this option, you can match an invoice to a purchase order Shipment.

Allow Matching Account Override. Select this option if you want to allow override of the account for an invoice distribution created from matching to a
purchase order. You can override the account for a matched invoice distribution in the Distributions window.

You cannot override the account for a matched invoice distribution if you use encumbrance accounting or perpetual receipt accrual.

Transfer PO Descriptive Flexfield Information. Select this option if you want to automatically transfer the descriptive flexfield information from the purchase
order distribution to the invoice distributions when you match an invoice to a purchase order.

For assistance with removing a final matching hold please review R12 How to Resolve Final Matching Hold on a Invoice (Doc ID 1447955.1)

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The other important setup in Payables is the Invoice Tolerance. Invoice Tolerances are
defined to allow for variances between invoices and purchase orders and for differences in tax calculation. If a tolerance is exceeded, the invoice will go on hold
during the invoice approval process.

The Define Tolerance form displays the name of the Hold that Oracle Payables will place on the invoice for each tolerance that is exceeded. If an invoice is on
hold, the invoice cannot be paid.

Payables, Setup > Invoice > Tolerances

In the Invoice Tolerances window, select the check box for each tolerance you want to enforce, and enter tolerance levels for your purchase order matching
transactions and your invoice taxes.

In the Maximum Quantity Ordered field, enter either the percent or the quantity difference above purchase order shipment line quantity ordered that you allow
suppliers to invoice.

In the Maximum Quantity Received field, enter either the percent or the quantity difference above purchase order shipment line quantity ordered that you allow
suppliers to invoice.

In the Price field, enter the percentage difference above purchase order shipment line unit price that you allow suppliers to invoice.

In the Exchange Rate Amount Field, enter the amount of variance you allow between an invoice amount and the amount of the purchase order shipment to which
it is matched. Enter a value in this field only if you enter foreign currency invoices in Oracle Payables.

In the Shipment Amount field, enter the amount of variance you allow between and invoice amount and the amount of the purchase order shipment to which it is
matched.

In the Total Amount field, enter the total amount of variance you allow for both the Exchange Rate Amount variance and the Shipment Amount combined. If you
do not use foreign currency, do not enter a value in this field.

MATCH PROCESS

The first step in the invoice match process is to create a purchase order. There are several types of purchase orders, including Standard, Planned and Blanket
purchase orders. For the purposes of illustration, this paper will use Standard Purchase Orders for all examples.

In Purchasing, navigate to Purchase Orders > Purchase Orders.


Enter the PO Header information for Supplier and Site etc

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If you are purchasing an Inventory Item, select the item from the list of values in the item field.
If you are purchasing an expense item, leave the item blank and enter a category.

Enter a description, unit of measure, quantity, price and need by date.

Click the Shipments button.

Enter your shipment information: the inventory org, ship to location and quantity.

The Receiving Control button allows you to enter receiving information like the receipt routing (direct delivery, standard delivery or inspection required).

Remember the value for receipt routing needs to be inspection required to enable 4-way matching.

Click the Distributions Button. Enter the quantity and charge account information.
Note the distribution line type default to expense or inventory depending on the item(s) being purchased.

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Save your work.

Close the distribution and shipment forms to get back to the purchase order header click the Approve button.

If you are using 3-way or 4-way matching, you must receive the items.

In Purchasing, Receiving > Receipts. In the line tab, click the checkbox to the left of the
quantity. This indicates which line(s) you wish to receive. Enter the quantity to be received.
Save your work.

It should be noted that accounting entries are generated when the receiving transaction processor is run. The process transfers the accounting entries to the
GL_INTERFACE table where General Ledger can import the transactions and then post them to the general ledger.

The profile option RCV: Processing Mode determines when the receiving transaction processor is run.

There are three values for this profile option: on-line, immediate and batch.

If you select online or immediate, the receiving transaction processor is kicked off as soon as
the receipt is saved. If you select batch, then you must run the process as a concurrent request.

Now you can log into Payables and enter an invoice to be matched to either the purchase
order shipment line or the receipt.

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Payables, Invoices > Entry > Invoices or Invoices > Entry > Invoice Batches (if batching is enabled in Payables Options).

Enter invoice header information including supplier name, supplier site, invoice date, invoice number, and optionally, invoice description.

The Invoice Type defaults to Standard. To enter a basic invoice, choose Standard. Enter the Supplier or Supplier Number. Choose the Supplier Site to which you
will send payment of the invoice. Oracle Payables will print the address for this site on the payment.
Enter the Invoice Date, or accept the default (todays date) by using the Tab key to move to the next field. Oracle Payables will not allow the entry of invoices in
closed periods.

Enter the Invoice Number from the Suppliers Invoice, or accept the default (todays date) by using the Tab key to move to the next field.

Oracle Payables did not used to accept duplicate invoice numbers for the same supplier, however due to Bug 9105666: APXIIMPT SHOULD INCLUDE
VENDOR_SITE_ID WHEN REJECTING DUPLICATE INVOICE NUMBERS this is no longer true. The application will now except duplicate invoice numbers
as long as the site is different. ER Bug 12313675 has been logged to create some kind of toggle to turn this functionality on/off. See
Doc ID 1282143.1 for more information.

Enter the Invoice Amount.


Next to the Match button is a field that displays the default invoice match option.

Query the purchase orders to which you want to match the invoice. For each shipment you want to match, enter two of the following:
Quantity Invoiced, Unit Price, or Match Amount. Oracle Payables automatically calculates the remaining field.

If you want to match in further detail, you can match to purchase order distributions by choosing Distribute. If the Distribute button is enabled, that is the
indication that there are multiple distributions for the shipment.

You can also match to the receipt rather that the purchase order shipment. To do this use the drop down list next to the match button to select receipt as the
match option.

Click the Match button and enter a receipt number in the find window.

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Click the Match box and enter the Qty/Amount fields as appropriate.
Click match.

If you are attempting to match but see incorrect quantities displayed then you could have data corruption.

You should run the R12: Master GDF Diagnostic to Validate Data Related to Invoices, Payments, Accounting and Suppliers [VIDEO] (Doc ID
1360390.1).

This script will highlight any data issues that could be causing matching issues.

References

NOTE:1447955.1 - R12 How to Resolve Final Matching Hold on a Invoice


NOTE:1360390.1 - R12: Master GDF Diagnostic to Validate Data Related to Invoices, Payments, Accounting and Suppliers [VIDEO]
NOTE:1431613.1 - Invoice Matching - Frequently Asked Questions (FAQ's)
NOTE:1431612.1 - Common Issues - Invoice Matching

Related

Products

Oracle E-Business Suite > Procurement > Procurement > Oracle Purchasing
Oracle E-Business Suite > Financial Management > Procure to Pay > Oracle Payables

Keywords

ACCRUE; CHARGE ACCOUNT; FINAL MATCHING HOLD; INSPECTION; INVOICE; INVOICE MATCHING; INVOICE TOLERANCES; MATCH
APPROVAL LEVEL; MATCH INVOICE; MATCH TO PURCHASE ORDER; MATCH TO RECEIPTS; MATCHING; ORACLE PAYABLES (Q501); ORACLE
PURCHASING (Q502); PURCHASE ORDER

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