1 of 29

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

DA0533Purchase Invoice Matchingto Goods Received

DA0533Purchase Invoice Matchingto Goods Received

DA0533 - Purchase Invoice Matching to Goods Received

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

2 of 29

Static Data:

Full Stock Details

Product Groups

Static Data

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

3 of 29

Full Stock Details(st_stock_entry)

Full Stock Details (st_stock_entry)

4 of 29

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

The tolerance must be in the format [[+][%]<nnn.nn>] [-[%]<nnn.nn>] meaning that you can either enter percentages or values.

The tolerance must be in the format [[+][%]<nnn.nn>] [-[%]<nnn.nn>] meaning that you can either enter percentages or values.

Full Stock Details (st_stock_entry)

This option has been extended to include a new field that allows you to enter delivery tolerances specific to a product code.

This option has been extended to include a new field that allows you to enter delivery tolerances specific to a product code.

This field is also shown in the Stock enquiry.

This field is also shown in the Stock enquiry.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

5 of 29

Product Groups(st_prod_gp_maint/st_prod_group)

Product Groups (st_prod_gp_maint/st_prod_group)

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

6 of 29

Product Groups (st_prod_gp_maint/st_prod_group)

The tolerance must be in the format [[+][%]<nnn.nn>] [-[%]<nnn.nn>] meaning that you can either enter percentages or values.

The tolerance must be in the format [[+][%]<nnn.nn>] [-[%]<nnn.nn>] meaning that you can either enter percentages or values.

This option has been extended to include a new field that allows you to enter delivery tolerances specific to a product group.

This option has been extended to include a new field that allows you to enter delivery tolerances specific to a product group.

When you use F10 to print product group details, the delivery tolerance is included on the printout.

When you use F10 to print product group details, the delivery tolerance is included on the printout.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

7 of 29

Tasks

Tasks:

Purchase Orders

Purchase Order Print

Purchase Receipts

Purchase Invoices

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

8 of 29

Purchase Orders(po_entry/po_order_entry)

Purchase Orders (po_entry/po_order_entry)

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

9 of 29

Purchase Orders - Supplementary Header

Purchase orders created for foreign currency suppliers usually hold the exchange rate fixed at the time the order is created. This rate is updated on receipt of goods if the system key POCURRAT is set to

YES.

Purchase orders created for foreign currency suppliers usually hold the exchange rate fixed at the time the order is created. This rate is updated on receipt of goods if the system key POCURRAT is set to

YES.

You can now select F4 to enter a contracted exchange rate

(used in purchase variance calculations).

You can now select F4 to enter a contracted exchange rate

(used in purchase variance calculations).

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

10 of 29

Purchase Orders - Contract Exchange Rate

Type in or amend the contract exchange rate.Type in or amend the contract exchange rate.

If the purchase order has been raised from a Supplier Contract, (DA0534) the contract exchange rate is copied from the supplier contract.

If the purchase order has been raised from a Supplier Contract, (DA0534) the contract exchange rate is copied from the supplier contract.

Note: The Purchase Variance History will record the contracted exchange rate (the order rate field) as well as

the current exchange rate (the plan rate field

Note: The Purchase Variance History will record the contracted exchange rate (the order rate field) as well as

the current exchange rate (the plan rate field

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

11 of 29

Purchase Orders - Tolerances

Select F6 to display the values transferred from the supplier

contract line or manually enter tolerance levels.

Select F6 to display the values transferred from the supplier

contract line or manually enter tolerance levels.

You can now display and enter the following tolerances for the purchase order: receipt quantitytolerance, price tolerance, quantity tolerance and line value tolerance.

You can now display and enter the following tolerances for the purchase order: receipt quantitytolerance, price tolerance, quantity tolerance and line value tolerance.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

12 of 29

Purchase Orders - Tolerances

If tolerances have been specified on the supplier contract, these values are displayed. Otherwise, the defaults are taken from the

following system keys:

If tolerances have been specified on the supplier contract, these values are displayed. Otherwise, the defaults are taken from the

following system keys:

POINVTOLLPOINVTOLL

POINVTOLPPOINVTOLP

POINVTOLQPOINVTOLQ

PORECTOLQPORECTOLQ

The receipt quantity tolerance is not available for service items that do not require a

goods receipt.

The receipt quantity tolerance is not available for service items that do not require a

goods receipt.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

13 of 29

Purchase Orders - Change Line Status

As purchase order processing does not allow completed purchase order lines to be amended, you can now reinstate a completed order line (set it to ‘Received’) to allow further receipts and/or invoices.

Order lines at ‘Received’ status can also be set to ‘Complete’ to prevent any amendment of the order details for these lines.can be printed for each purchase order line.

As purchase order processing does not allow completed purchase order lines to be amended, you can now reinstate a completed order line (set it to ‘Received’) to allow further receipts and/or invoices.

Order lines at ‘Received’ status can also be set to ‘Complete’ to prevent any amendment of the order details for these lines.can be printed for each purchase order line.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

14 of 29

Purchase Orders - Planned Exchange Rate

A new system key, POPLANTYPE, defines the currency type for the planned exchange rate. This is used for setting the planned rate on the purchase variance history file. It is also used in the calculations for Purchase Order Variances (DA0403).

A new system key, POPLANTYPE, defines the currency type for the planned exchange rate. This is used for setting the planned rate on the purchase variance history file. It is also used in the calculations for Purchase Order Variances (DA0403).

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

15 of 29

Purchase Order Print (po_purchase_orders)

Purchase Order Print(po_purchase_orders)

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

16 of 29

The contracted exchange rate can be printed on thepurchase order document for any foreign suppliers with contracted exchange rates.

The effective order tolerances (that is, either the tolerancesspecified on the purchase order line, or if these are blank, the defaults taken from the appropriate system keys) can be printed for each purchase order line.

The contracted exchange rate can be printed on thepurchase order document for any foreign suppliers with contracted exchange rates.

The effective order tolerances (that is, either the tolerancesspecified on the purchase order line, or if these are blank, the defaults taken from the appropriate system keys) can be printed for each purchase order line.

Purchase Order Print

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

17 of 29

Purchase Receipts(po_receipts)

Purchase Receipts (po_receipts)

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

18 of 29

Purchase Receipts - Delivery Quantity

Select F5 to enter the delivery note quantity. This is only available if your system

is set up to use Purchase Receipt Lines (DA0262).

Select F5 to enter the delivery note quantity. This is only available if your system

is set up to use Purchase Receipt Lines (DA0262).

You can now enter a delivery note quantity which is stored with the receipt record and can be printed on the goods receipt and the Receipts Audit Trail.

You can now enter a delivery note quantity which is stored with the receipt record and can be printed on the goods receipt and the Receipts Audit Trail.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

19 of 29

Purchase Receipts - Enter Delivery Quantity

Type in the delivery note quantity. This is always in the

same units as the receipt quantity.

Type in the delivery note quantity. This is always in the

same units as the receipt quantity.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

20 of 29

Purchase Receipts - Supplier Returns

Supplier returns allows you to select a previous receipt as a reference. Supplier returns allows you to select a previous receipt as a reference.

The browse window is now restricted to those receipt type lines that are relevant to the selected purchase order. This is only available if your system is set up to use Purchase order Variances (DA0403).

The browse window is now restricted to those receipt type lines that are relevant to the selected purchase order. This is only available if your system is set up to use Purchase order Variances (DA0403).

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

21 of 29

Purchase Receipts - Additional Information

Contracted Exchange RatePurchase receipts does not update the contracted exchange rate on the purchase order.

Receipt Quantity ToleranceIf the receipt quantity tolerance is set, and the ‘More to come’ indicator is blank, the system will set the indicator to ‘n’ if the receipt quantity falls within the tolerance limits of the order quantity.

The receipt quantity tolerance is determined as follows:

• The tolerance entered on the purchase order line is used.• If this is blank, the tolerance is taken from the stock item record.• if the stock item record has no tolerance, it is taken from the product group entered in the system key POTOLGROUP.• If POTOLGROUP is blank, the tolerance entered in the system key PORECTOLQ is used.• If PORECTOLQ is missing or blank, a tolerance of zero is assumed.

Contracted Exchange RatePurchase receipts does not update the contracted exchange rate on the purchase order.

Receipt Quantity ToleranceIf the receipt quantity tolerance is set, and the ‘More to come’ indicator is blank, the system will set the indicator to ‘n’ if the receipt quantity falls within the tolerance limits of the order quantity.

The receipt quantity tolerance is determined as follows:

• The tolerance entered on the purchase order line is used.• If this is blank, the tolerance is taken from the stock item record.• if the stock item record has no tolerance, it is taken from the product group entered in the system key POTOLGROUP.• If POTOLGROUP is blank, the tolerance entered in the system key PORECTOLQ is used.• If PORECTOLQ is missing or blank, a tolerance of zero is assumed.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

22 of 29

Purchase Invoices (po_invoice_entry/po_inv_novpn)

Purchase Invoices(po_invoice_entry/po_inv_novpn)

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

23 of 29

Purchase Invoices - Header

You can no longer enter duplicate ‘Our References’ when entering invoices.You can no longer enter duplicate ‘Our References’ when entering invoices.

With the cursor on the field P/O number, you can now

select F2 to view all purchase orders for the selected

supplier, at Printed status.

With the cursor on the field P/O number, you can now

select F2 to view all purchase orders for the selected

supplier, at Printed status.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

24 of 29

Purchase Invoices - Purchase Order Browse

When you select F2-Browse, you can choose the sort order in which this browse is to display.

When you select F2-Browse, you can choose the sort order in which this browse is to display.

Every purchase order that is at the status ‘Printed’ (P), for the supplier selected on the invoice header is displayed. Use ENTER-OK

to select the order you require.

Every purchase order that is at the status ‘Printed’ (P), for the supplier selected on the invoice header is displayed. Use ENTER-OK

to select the order you require.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

25 of 29

Purchase Invoices - Order Detail Lines

The quantity received not invoiced is calculated from the

purchase order line.

The quantity received not invoiced is calculated from the

purchase order line.Select F8 to view the extra

details for this purchase order line, including the quantity

received not invoiced.

Select F8 to view the extra details for this purchase order

line, including the quantity received not invoiced.

Select CR to match purchase receipts to the order line.

Select CR to match purchase receipts to the order line.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

26 of 29

Purchase Invoices - Quantity Received not Invoiced

Order lines for service items that do not require goods receipts,

have a value of zero.

Order lines for service items that do not require goods receipts,

have a value of zero.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

27 of 29

Purchase Invoices - Matching Purchase Receipts

Highlight the receipt to be matched and select ENTER. The match totals will be displayed.

Highlight the receipt to be matched and select ENTER. The match totals will be displayed.

The purchase receipts for the purchase order line are now available for selection in a browse window. The system uses the purchase variance history file. The window

shows details of receipts for the relevant order and line number.

The purchase receipts for the purchase order line are now available for selection in a browse window. The system uses the purchase variance history file. The window

shows details of receipts for the relevant order and line number.

Select F5 to remove matched quantities

(unmatch).

Select F5 to remove matched quantities

(unmatch).

If the invoice quantity does not match any of the receipt

quantities, select F8 to amend the matched quantities.

If the invoice quantity does not match any of the receipt

quantities, select F8 to amend the matched quantities.

The variance history receipt lines matched to the invoice line are updated with the invoice line number and invoice quantity matched. Where only part of the

receipt is matched, a new variance history line is created with the remainder (unmatched) quantity.

The variance history receipt lines matched to the invoice line are updated with the invoice line number and invoice quantity matched. Where only part of the

receipt is matched, a new variance history line is created with the remainder (unmatched) quantity.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

28 of 29

Purchase Invoices - Amending Matched Quantities

The current matched quantity is displayed.

Amend this as required.

The current matched quantity is displayed.

Amend this as required. Select CR to confirm the change.

Select CR to confirm the change.

The match totals will be re-displayed and

updated accordingly.

The match totals will be re-displayed and

updated accordingly.

DA0533 - Purchase Invoice Matching to Goods ReceivedLast updated: 03-01

29 of 29

Purchase Invoices - Additional Information

Contracted Exchange RatePurchase Invoices does not use the current exchange rate (or the exchange rate entered on the invoice) for orders raised with a fixed contracted exchange rate.

ValidationThe invoice quantity and invoice line value are validated against the system key POINVTOLV.

Completing Purchase Order LinesA new field ‘More to come’ is available on the invoice line, similar to that found on purchase receipts. When this is set to ‘n’, the line will be marked as complete when the invoice is posted.

Authorisation of InvoicesAutomatic authorisation of invoices now only authorises those invoice lines that are matched to receipts and that fall within the tolerance levels defined. For invoices that do not meet the tolerance levels and are not authorised automatically, an option is available to manually authorise them. For reference, the authorisation method (either manual or automatic) is recorded on the Purchase Variance History file.

Contracted Exchange RatePurchase Invoices does not use the current exchange rate (or the exchange rate entered on the invoice) for orders raised with a fixed contracted exchange rate.

ValidationThe invoice quantity and invoice line value are validated against the system key POINVTOLV.

Completing Purchase Order LinesA new field ‘More to come’ is available on the invoice line, similar to that found on purchase receipts. When this is set to ‘n’, the line will be marked as complete when the invoice is posted.

Authorisation of InvoicesAutomatic authorisation of invoices now only authorises those invoice lines that are matched to receipts and that fall within the tolerance levels defined. For invoices that do not meet the tolerance levels and are not authorised automatically, an option is available to manually authorise them. For reference, the authorisation method (either manual or automatic) is recorded on the Purchase Variance History file.