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Aptos Merchandising 5.0.0 Invoice Matching User Guide

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Page 1: Aptos Merchandising 5.0.0 Invoice Matching 5.0.0...customer. It supports multiple channels and gives you the ability to efficiently manage all warehousing functions. About Invoice

AptosMerchandising 5.0.0

Invoice Matching User Guide

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© 2015 Aptos, Inc.

Worldwide Headquarters9300 Aut Transcanadienne, Suite 300Saint-Laurent, QC, H4S 1K5Direct: +1.514.428.2129www.aptos.com

Merchandising 5.0.0 Invoice Matching User GuidePublication date: July 29, 2015

TrademarksAptos is a registered trademark of Aptos, Inc. All other trademarks are the property of their respective owners and are acknowledged.

DisclaimerThis manual is provided for informational purposes only. Aptos, Inc. and its affiliates and subsidiaries (hereinafter collectively referred to as “Aptos”) make no representations or warranties with respect to the contents of this manual and Aptos specifically disclaims any and all implied warranties including, but not limited to, merchantability and fitness for any particular purpose. Use of the software is governed by and subject to the terms of your agreement with Aptos.

This manual is subject to change without notice. The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual between reprintings and other important information about the software product are made or published in release notes and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice.

The information contained herein is confidential and proprietary to Aptos, Inc. and/or a subsidiary or affiliate thereof.

Documentation feedbackSend comments on this or other Aptos publications using the feedback form located on the last page of this document. If you are sending comments on this publication, click the Fill In Document Info button to automatically add the document information to the form. Click the Submit Form button to send the information to Aptos via email.

You can also send your comments to [email protected]. Be sure to include the name and publication date of the book. If you are commenting on specific text, include its location (for example, a help topic title, a chapter and section title, a table number, or a page number).

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Table of Contents

Preface ...............................................................................1About Merchandising ....................................................................................................1About Invoice Matching ................................................................................................2Parameters ....................................................................................................................6Prerequisites .................................................................................................................6Conventions ................................................................................................................... 6Merch basics .................................................................................................................7Retrieving information from your database ..............................................................12Using help ....................................................................................................................15

1. Invoices ....................................................................... 17About Invoices .............................................................................................................18About Accounting Distribution ...................................................................................19About Adjustment Documents ...................................................................................21About Matching on Taxes ...........................................................................................22About Foreign Currency Conversions .........................................................................25Working with Invoices .................................................................................................25

2. Manual Matching ......................................................... 44About Matching ...........................................................................................................45Working with Manual Matching .................................................................................46Matching Summary .....................................................................................................47Matching Discounts ....................................................................................................50Matching Details .........................................................................................................53

3. Automated Matching ................................................... 63Working with Automated Matching ...........................................................................63

4. Reports ........................................................................ 67Working with reports ..................................................................................................67Automated Matching Error Log report .......................................................................68GL Distribution Summary report ................................................................................69Historical Matching Summary report .........................................................................69Invoice Matching Receipts report ..............................................................................70Invoice Taxes report ....................................................................................................71Invoices report .............................................................................................................73Invoices Matched report .............................................................................................74Subledger Details report .............................................................................................75Unmatched Receipts Details by Location report ......................................................76Unmatched Receipts Details by Vendor report .........................................................77Unmatched Receipts Summary by Location report ..................................................78Unmatched Receipts Summary by Vendor report .....................................................79Year to Date Purchase Journal report ........................................................................80

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PrefaceThis preface provides a brief description of the Aptos Merchandising Solution and a more detailed explanation of its Invoice Matching component.It covers basic operations used within Invoice Matching, such as navigating from screen to screen, retrieving information, etc. In addition, it contains lists of terminology and conventions used throughout the user guide.

About MerchandisingThe Aptos Merchandising Solution for retail enterprises streamlines the key processes of business. With the integration of key components including order management, pricing, inventory and margin management, the retailer is equipped with accurate, up-to-the-minute information that facilitates powerful management and analysis of merchandise.

The Merchandising Solution includes the following:Allocation & Replenishment (A&R) satisfies the changing merchandise needs of your stores, including a seamless communication with Purchase Order Management. By enabling you to balance inventories and distributions of merchandise allocated in a pre- and post-allocation environment, its powerful module components serve to increase turns, reduce markdowns, improve gross margins, and optimize merchandise performance, to maximize your sales, profits and ROI.Enterprise Data Management (EDM) offers a single point of entry for all information that defines a retail enterprise, such as locations, vendors, hierarchies, currencies, etc. It feeds common information to all Merchandising modules, thereby ensuring that all modules get the same information at the same time.

Inventory Management (IM) supports all inventory movement transactions including receipts, RTVs, transfers, ASNs, adjustments and physical inventory. Common receiving procedures provide consistency at the warehouse and the stores. Real-time updates and user-defined inventory statuses offer retailers in-depth and timely information for analysis.

Invoice Matching (IMAT), a component of Inventory Management, provides your accounts payable system with complete details for matching and reconciling invoices from your vendors.

Merchandise Planning enables you to create and manage your merchandise plans at chain level, store level or both. Flexible and unlimited merchandise and location hierarchies streamline the planning of multiple channels, allowing you to develop plans that truly meet the demands at a micro-level. Merchandising Analytics (MA) provides decision support for analyzing all retail activities, including sales, orders, receipts, distributions, price changes, inventory adjustments, and returns to vendors.Price Management (Pricing) and Price Look Up (PLU) provide complete support for simulating and executing temporary and permanent price changes (including deals) and sending this information to your stores. Price Management allows you to manage prices

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About Invoice Matching 2

by any combination of style, style/color, and SKU, allows you to price at the chain, jurisdiction, or location level for a style, style/color and SKU.Product Management allows you to maintain a comprehensive list of the merchandise your company sells that can be used across all selling channels, including the Web, in kiosks, and in catalogs.Purchasing, also known as POM, provides options for managing your entire purchase ordering process, including seamless communication with the Allocation & Replenishment module. POM lets you monitor the progress of buys and their delivery dates while maintaining strict financial and open-to-buy control, as well as providing a user-defined approval process and in-depth reporting capabilities.

Stock Ledger, a component of Inventory Management, allows you to define the components and calculations that interface to your general ledger system in the way that best meets your business needs.

Warehouse Management streamlines receiving, processing, and distribution, and enables you to accurately monitor items as they move from supplier to store or individual customer. It supports multiple channels and gives you the ability to efficiently manage all warehousing functions.

About Invoice MatchingInvoice Matching, or IMAT, matches invoices to the purchase orders that they fulfill and reconciles item quantities invoiced with those actually received.

It lets you: Enter terms and pricing information manually for individual invoices Use an automated process to mass import electronic invoice records Match invoices to receipts manually or using an automated process Match terms and prices on the vendor's invoice with those agreed upon at the time

the purchase order was issued Calculate and validate sales taxes due on vendor invoices Generate invoice or receipt corrections using match results Maintain values for foreign currency invoices in both the vendor's currency and your

home currency Produce reports for period-end reconciliation, vendor compliance, and sales tax

authorities.

You can use IMAT to export invoices to an accounts payable system for payment, or post accounting subledger balances to a general ledger system.

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3 Preface

IMAT information flowInvoice Matching exchanges information with other Merchandising modules and external systems.

An IMAT "invoice" is a list of items, costs, discounts and charges associated with a specific group of goods purchased from a vendor.Most of this information is imported into the IMAT database from an electronically transmitted vendor invoice or copied from a paper vendor invoice by a data entry clerk.

At the time the invoice is created in IMAT, certain default values are drawn from Purchase Order Management (POM) and/or Enterprise Data Management (EDM).

An IMAT "receipt" is a list of goods received from a vendor, the number of units of each style, and the unit, gross and net cost of each style.IMAT draws this information from Inventory Management (IM), POM, and/or EDM, depending on the type of receipt (PO or unsolicited) created in IM and the type of style (regular or pseudo) being received.An invoice or receipt in IMAT is a different document from the vendor invoice or IM receipt that it is based upon.

When adjustments are made to invoices or receipts in IMAT, the information is fed back to IM.

Terms used in IMAT

Jurisdictions A jurisdiction is a geographical region with a unique currency and/or unique sales tax regulations.

Jurisdictions handle the multiple national currencies and sales tax structures characteristic of international retail operations. You can also use them in domestic operations to simplify the sales tax structures that affect your retail business.

You create a Sales and Sourcing or Sourcing jurisdiction for each sales tax structure/currency to track. Vendors who invoice you in a particular currency and apply a particular set of sales tax types and rates to the invoice amount due, are assigned to the corresponding jurisdiction.

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Styles 4

IMAT accesses currency, foreign exchange rates, tax types, and tax rates that you define for the vendor's jurisdiction. It uses this information to calculate and validate sales tax and to convert foreign currency values into your home currency.

Styles Styles provide a way to identify, organize and manage retail merchandise. There are two types. A regular style is a grouping of related SKUs. Total cost of a regular style is calculated

by multiplying its unit cost by the number of units. A pseudo style assigns a single style number to diverse items that are sold at varying

retails at POS. Total cost of a pseudo style is recorded as a lump sum value regardless of the number of items in the lot.

The difference in the way that regular and pseudo styles treat total cost means that IMAT handles the two style types somewhat differently.

Charges Monetary value of purchases made without making an immediate payment. Usually paid upon receiving a bill subsequent to the purchase.

Terms Terms are an agreement with a vendor for a discount to be applied to items ordered on a purchase order if the vendor invoice is paid within a given time frame. They are defined in EDM where they are linked to specific vendors.When you create an invoice in IMAT, default values for terms are drawn from the selected purchase order (POM) or from the selected vendor's record (EDM). Default values, including rate and applicable date, can be modified.You can also set IMAT to verify terms on an invoice against those on the corresponding PO at the time that a match is confirmed between the invoice and the receipt. In this case, the most advantageous set of terms is accepted.

Discounts A discount is an agreed-upon value deducted from the gross cost of goods received from a vendor. Discounts can be calculated as a percentage or a lump amount, and can be taken in goods or cash. They are defined in EDM where they are linked to specific vendors.

Costs The costs that are evaluated by IMAT are gross, net and final net cost values of items received. Gross (or first) cost is the original cost of goods.

Net cost results after vendor discounts are subtracted from the original cost of goods. Net final cost results after ordering costs are subtracted from the net cost.IMAT gets gross unit cost information from different sources, depending on whether goods were received on a PO receipt or unsolicited receipt, and whether they are regular or pseudo styles. If a regular style is received on a PO receipt, the IMAT receipt draws its unit gross cost

from the appropriate PO line on the corresponding purchase order If a regular style is received on an unsolicited receipt, the IMAT receipt draws its unit

gross cost from the appropriate SKU cost on the IM receipt If a pseudo style is received on a PO receipt or an unsolicited receipt, the IMAT receipt

draws its total gross cost from the appropriate total SKU cost on the IM receipt. It then calculates a unit gross cost by dividing this value by the number of units received.

Matching Matching occurs when information on a vendor's invoice corresponds to information from purchase orders, credit and debit memos, and receipts. Matching can be performed manually or automatically.

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5 Preface

An invoice is matched to one or more receipts if the merchandise net cost on the invoice is the same as the total merchandise net costs on the receipts within a specified tolerance.

You can adjust discrepancies between the invoice and the receipt. The kinds of adjustment you can make depend on whether the goods are regular or pseudo styles.The system can be set up to calculate sales tax on invoice amounts and compare the result to the amount of tax charged by the vendor. Tax values must match within a specified tolerance.When tax values fail to match, certain adjustments can't be made. You must correct values either on the invoice or on the receipt and then run the matching process again.

Menu structureThis diagram shows the three submenus accessible from the IMAT Main Menu.

Invoice Worklist

This gives you access to the Invoice Header, which contains general information about the vendor. From the header you access Invoice Details, where you can enter detail lines from the vendor's invoice, and the invoice subledger (called Accounting Distribution), which shows the distribution of invoice amounts to the appropriate general ledger (GL) accounts.

If the invoice is ready to be matched, you can access its Matching Summary, where you can run a manual matching process.

Once you have identified a potential match, you can compare the invoice and receipt in Matching Discounts and Matching Details, where you can make adjustments to one of the documents if necessary. You can match individual detail lines of an invoice and a receipt in Item Level Detail Match.

Matching Process

This gives you access to a worklist of automatic matching processes. You create an automatic process and add invoices to be matched in Matching Process Maintenance.

After the system completes the matching process, you can access the Matching Summary of any invoice that is being held for review. From here you can access Matching Discounts, Matching Details, and Item Level Detail Match, make adjustments, and perform a manual match.

Reports This gives you access to the list of reports that can be created for IMAT. You select a report format, specify the information that it should contain, and generate the report.You can view the report on your computer monitor or print it.

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Parameters 6

ParametersParameters are system settings that control how Merchandising functions. They are set when your system is installed and do not need to be changed.Parameters are set in the Enterprise Data Management module. For more information on Invoice Matching parameters, see the EDM Parameters Reference Manual.

Viewing Invoice

Matching parameters

Open Enterprise Data Management. From the Navigate menu, click Parameters > Invoice Matching Parameters.

Prerequisites Before you can use IMAT, the following system settings and information must be defined in Enterprise Data Management: Vendor profiles GL distribution sets, account structures and periods Discount types IMAT parameter sets and flow options Terms.

If you will use IMAT to match tax amounts, you must also have defined jurisdictions and tax rates, and (if necessary) foreign currencies.

In addition to these prerequisites, valid merchandise and location hierarchies must exist.

A valid database must be installed in order to reference purchase orders, receipts, invoices and match items.

Information specific to these topics is available in the EDM Table Maintenance User Guide and System Administration Reference Manual.

ConventionsThe following are some terms used in this manual:

Alphanumeric: Code or description made up of numbers or letters, or a combination of both.

Default: Information that appears automatically, without your having to enter it each time. Defaults can usually be changed.

Dialog box: A small window that opens as you work and gathers additional information from you before you can continue working.

Entity: A record or transaction. Flag: An option or parameter that acts as a “signal” to the system. Mandatory: Required. Module: Any of the modules within Merchandising Solution (for example, Enterprise

Data Management and Price Management). Operators: Sometimes also referred to as “logical operators”, these are mathematical

symbols used in searching databases. User input: Data you must enter in a field. Generally, you can type the information.

Sometimes you also have a drop-down list of choices or you can double-click within

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7 Preface

the field to open a lookup—in either of these cases, the data you select is automatically entered in the field, without the need to type it.

This manual assumes a basic familiarity with the Windows operating system terms such as “mouse”, “click” and “double-click”. In addition, the following formats and icons can be used:

When referring to check boxes, the word “select” means to place a check mark and the word “clear” means to remove a check mark if one is already there.

Merch basicsThe Merchandising modules use standard Windows navigation tools and techniques and their look can be customized. For example, to change the default color scheme at any time, select Start > Settings > Control Panel > Display. In the Display Properties dialog box, select the Appearance tab and apply the scheme you prefer.

Starting Merch

To start Merchandising:

This symbol or format Indicates

Bold Something you see in your module interface (menu item, button, tab, field name or check box); or Field contents (either a list option you choose or input you type); or A keyboard key you press: F1, Del, Tab, Spacebar

Italics A filename, pathname, or Internet address

> “…and then click…”

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Exiting Merch 8

1. Double-click the Aptos icon on the Windows desktop or in the program group folder. If you are presented with a login screen, enter a valid user name and password.The Start page is displayed.

2. At the Start Page, click the module you want to launch from the module bar.The Module bar and other bars and tools are explained below. You can open any module by clicking its tab on the Module Bar. On the Navigation Bar, click one of the available options to display the page. To close any displayed page, click ×. To move between open pages, click their tabs on the Tab bar. If there are too

many to view all tabs, click the back and forward buttons to move to the beginning or end of the Tab bar.

Exiting Merch

To exit Merchandising: Click the X in the top right corner of the application.

The module barThe module bar allows you to access a module and to change modules within Merchandising without having to exit the module. On the Module Bar, select the name of the module you want to change to.

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9 Preface

Navigation barAt any time, you can display or hide the Navigation Bar. When you open a module, the Navigation Bar is displayed by default. Here is an example:

The Navigation bar with the vertical divider activated.

To hide the Navigation Bar, click . The Navigation Bar collapses to a tab on the left side of the window: To temporarily view the hidden Navigation Bar, point to the tab.

To expand the Navigation Bar again, click .

To close the Navigation Bar, click .

To resize the Navigation Bar, drag the vertical divider to the left or right.

Tab listThe Tab List, located just below the Module Bar, allows you to navigate between modules or related dialogs.

Exiting a module

To exit a module, click the X in the top right corner of the tab.

The Ribbon barThe Ribbon Bar commands are organized in labeled groups. The group label explains the purpose of the command. You can get more information by hovering over a command.

The buttons you see on the ribbon bar depend on the menu item and window you are working in. Some buttons are multipurpose and are used for different functions depending on which window is active.

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Calendar 10

CalendarIn any window with a date field requiring user input (for example, the Effective From date),

you can type the date you want or click to open the Calendar.

The Calendar opens at the current month, with the current date highlighted and noted at the bottom. Click the directional buttons at the top of the Calendar to move forward or backward by month. Click any date to enter it automatically in the current field.

Changing displayed datesIn any screen with a date field that you want to change (for example, the Issue date), select the portion of the date you want to change (month, day or year), and then type the new information or click the arrows to select a different month, day or year.

WorklistsA worklist is a listing of documents or data displayed in a grid.

Configuring a worklist or

lookup window

view

In some modules, you can change the columns that display in a worklist or lookup window, the order in which they display and their size.

1. Do one of the following: In a worklist, on the Table tab, click Layout. In a lookup window, click Configuration.

2. The worklist/lookup configuration window opens and you can customize the view in whatever way you prefer.

Select column headings you want the worklist to display

Clear the column headings you don’t want the worklist to display

To arrange the order of the column headings in the worklist, click the Up and Down Order buttons

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11 Preface

Note: If you want to save this configuration for future use, select Save as and type a name for it in Configuration List and then click OK.

Toolbar buttons and keyboard shortcutsThe buttons you see on a toolbar depend on the menu item and window you are working in. Some buttons are multipurpose and are used for different functions depending on which window is active. Toolbar buttons that are unique to a specific window are discussed in the relevant section of the manual.

If you prefer to use a keyboard instead of a mouse, standard Windows keyboard shortcuts usually work in Merchandising applications. The next two tables list some of the most common shortcuts.

Shortcut Action Toolbar Button

Alt + Opens a list of choices to select from.

Find out about Aptos Solutions.

Navigates back to the previous window.

Ctrl + F4 Closes the active window.

View the online help documentation.

Ctrl + D Deletes the selected data. The name of this button depends on the window.

Configure the table of worklist layout and specify filters and sort orders.

Alt + L Displays a list of all options allowed in field. Only applies to

fields with ellipsis button .

Plays a macro to perform a function. For example, Approve Price Change

F8 Opens the Query dialog box (where you define specific search criteria) to retrieve specific records or a Lookup window (where you make a selection)

May remove the selected row from the table depending on conditions.

Alt + R Retrieves all information, usually worklist records.

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Retrieving information from your database 12

Retrieving information from your databaseWhether you want to look at one item, a group consisting of several items, or all items, you must retrieve this information from the database.

Retrieving all

information

On the Table menu in some windows, you can select Retrieve All to retrieve all available records. (This may not always be practical, since some fields have numerous records – for example, you may have hundreds or even thousands of styles.)

Retrieving specific

information

Usually, you retrieve specific information, whether a single item or a range of items. The Merchandising Solution uses two information-retrieval tools: the Lookup window and the Query search window. While in your application, click in the field where you want to enter information, then

press F3. (You can also click … if the field contains it, or press F8 to open the Query window.) If a Lookup window opens, double-click the item you want to select. (Example on

page 14.) If the Query window opens, complete the following steps to define specific criteria

to narrow your search:

Ctrl+S Saves new data or saves changes to existing data.

Esc Stops the current action being performed (for example, retrieving documents).

Ctrl + Alt + V

Validates the selected record.

Keyboard shortcut Action

Ctrl + shortcut letter or Alt + shortcut letter

Opens a window, changes applications, activates a menu item or tab, may move to a different field. Examples include:Ctrl + O = Open; Alt + R = Retrieve All

Shortcut letter Selects the highlighted choice on a list.

Tab Moves through screens, field by field, skipping fields that can't be edited.

Back Space + Tab May move to previous field. (If not, use cursor keys.)

Cursor keys Move from field to field, both backward and forward.

Space bar Selects and clears check boxes. Also cycles through choices in some lists.

Cursor keys or Tab Selects buttons.

Cursor Cycles through choices in lists.

Enter key Selects the highlighted choice on a submenu, list, button or tab.

Esc Escapes current shortcut selection.

Shortcut Action Toolbar Button

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13 Preface

In the Field box, click the Down Arrow and select an information type for your search.

Under Specify using, select your search method. See “Specify using” on page 13 for more information.

Under Values, enter your choices and click OK. See “Values” on page 14 for information on making your search more specific.

Sometimes the Query dialog box opens with default values displayed in the List area. To clear them, select the Clear button. To clear all values displayed in the Criteria section, select the Clear All button.

When a Lookup button is available here, you can click it to open a Lookup window from which you can choose one or more items to add to the List box.

Specify using

Note: The search methods available in the Specify using box depend on the information type that you select from the Field list in Step 1 on the preceding page.

To search based on Select

Specific values of the selected information type List

A range of values for the selected information type Range

Empty fields or on all fields except those that are empty State

A field as it relates to another field Column

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Values 14

Values

Lookup example

You are creating a new price change. In the Price Change Category Code field, you click the Lookup button (…) to open a Lookup window.

If Do this

You selected List in the Specify using box

1. To further narrow your search, type specific values in the List box or select a value from a list, if one displays. If you enter more than one value, put a comma between them. Select Not equal to if you want to retrieve all values except

the ones you specify Select Match case if you want your search to be case-sensitive.

2. Click Apply. Your search criteria display automatically in the Criteria window.

3. Repeat Steps 1-3 on previous page if you want to enter more search criteria.

4. Click OK to finish your search.

You selected Range in the Specify using box

1. In the From field, type the first value in the range.

2. In the To field, type the second value in the range. Select Not equal to if you want to retrieve all values except

the ones you specify Select Match case if you want your search to be case-sensitive.

3. Click Apply. Your search criteria display automatically in the Criteria window.

4. Repeat Steps 1-3 on previous page if you want to enter more search criteria.

5. Click OK to finish your search.

You selected State in the Specify using box

Choose Empty if you want the search to find all records that contain no information in the field you selected.

Choose Not Empty if you want the search to find all records that do contain information in the field you selected.

You selected Column in the Specify using box

1. Select an operator to compare the field you choose in the Field box with the field you choose in the To field. Choices of operators are: = (equal to) <= (equal to or less than) <> (less than or none) < (less than) >= (equal to or more than) > (more than).

2. Click OK to finish your search.

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15 Preface

To enter a selection in the field where you opened the Lookup window, double-click it in the Lookup window.

Using helpFinding information in Help is easy. Help provides you with: Step-by-step instructions on how to accomplish tasks Field definitions and key terms.

You can look up information from the table of contents or the index, or you can specify your own search using a word, phrase or topic.

Finding information through the

Contents

1. While in a module, click Tools, Aptos Help or press F1 to open help.2. In the Table of Contents, click the “plus sign” next to the general topic you want to

look at. If there is more than one under the subject you want to look at, click the one you

are interested in To collapse a list of topics, click the “minus sign” next to the list.

3. Click the square dot next to the specific topic that you want to look at. The topic then opens in the adjacent pane.

Finding information

through your own search

1. While in a module, click Tools, Help or press F1 to open help.

2. In the left pane, click Search.3. In the Search pane, enter the words you want to search on and then click Search.

4. In the search results, click the topic you want to open.

Other sources of helpIf you require help but cannot find the information in either this manual or the online help, open a support request by visiting http://www.epicor.com/Customers/Pages/CustomerPortal.aspx and clicking eService: NSB Group Client Care Portal for Retail Customers.

Electronic manualsYou can download the latest version of our documentation in PDF format from the Premiere section of our web site. Premiere is restricted to our valued clients and strategic partners. To access documentation, visit http://www.epicor.com/Customers/Pages/

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Electronic manuals 16

CustomerPortal.aspx and click eService: NSB Group Client Care Portal for Retail Customers. In the Login screen, select the Premiere option. If you don’t have a login and password, you can also request one from this screen.

From the Premiere site, click User Documentation and then select the product documentation that you want to download. To view PDF documents you'll need Acrobat Reader, which can be downloaded free of charge from Adobe.com.

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1 Invoices

This chapter describes the elements of the Invoice Matching environment: Invoices Accounting Distribution Adjustment Documents.It describes how to create, modify and maintain invoices, using vendor, general ledger, and purchase order information previously defined in Enterprise Data Management.

It also explains how IMAT handles currency conversion and sales tax calculations.

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About Invoices 18

About InvoicesInvoices are created to provide IMAT with vendor information associated with the receipt of goods ordered. Creating an invoice is the first step in matching the receipt for goods received with the details specified on an associated purchase order.

Invoice information can be imported into the IMAT database from an electronically transmitted vendor's invoice or copied from a vendor's paper document by a data entry clerk.Although the IMAT invoice may contain the same information, it should not be confused with the invoice furnished by the vendor.

Each invoice is made up of a header, invoice details, and accounting distribution. The header is where you specify details and discounts associated with the vendor record, as well as charges such as freight.

When an invoice is created, vendor information fields are populated based on the vendor code or a purchase order number predefined in the system. Vendor-specific surcharges or discounts can then be modified according to the order status.

Invoice statuses During the invoice creation and matching processes, an invoice document has one of three statuses, indicating its level of completion.

Status Description

Preliminary Invoice information has been entered but is not yet available for matching. You can take these actions with a preliminary invoice: Modify it Post it for matching.

Posted Invoice is available for matching.You can take the following actions with a posted invoice: Reopen ("unpost") it to make changes Release it Void it Hold it for review (or clear a hold, if it is being held).You can issue adjustment documents if they are necessary to match it to receipts.

Released Invoice has been issued to the accounts payable system. It can no longer be modified. An invoice can be released regardless of its match status.

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19 Invoices

About Accounting DistributionAccounting distribution can also be referred to as the invoice subledger.

This screen displays the accounting distribution used by all IMAT transactions, including invoices. It provides account details supporting the interface with your GL subsystem.

Each new or previously saved invoice references a General Ledger account distribution set. This set (maintained in EDM) contains the source GL account numbers associated with it; each GL account number has corresponding account descriptions and types, as well as discount applicability groups.

For particular invoices, the Accounting Distribution display is where you can select one or more accounts from which you want to pay terms of the invoice. If more than one account is selected, the net sum debited or credited must equal the net debit or credit payment amount.

For invoice transactions, you can add, modify or delete "invoice charge" and "amount to be matched" distributions.

If your vendor invoices you in a different currency from your own, you can switch the display between your home currency and the vendor's currency. When you view values in your home currency, the AP Exchange account contains any discrepancy due to currency conversion. When you view values in the vendor's currency, AP Exchange is set to zero.

Certain rules and conditions apply to Accounting Distribution. Amounts are entered in the vendor's currency, but can be viewed in either the vendor

currency or domestic currency. These amounts are tax-exclusive. Memo items are used for information such as weight (on a transportation bill),

number of items invoiced, or any other amount that is to be tracked, but which is not directly related to the amount owed. This GL distribution type is not discountable.

An accounting distribution that affects gross/net amount payables can be modified only if the invoice status is Preliminary.

After the invoice has been released, additional distribution adjustments can be entered if the modifications do not impact the final Gross/Net Accounts Payable amount (with the exception that the invoice has not been matched and is not already associated with any potential matches).

Tax, Accounts Payable, discounts earned and exchange information can't be modified directly in Accounting Distribution, regardless of the invoice status.

If the invoice is imported into IMAT, only modifications that do not impact the final Gross/Net Accounts Payable amount are permitted.

Invoice distributions added after invoice matches have been accepted will not be prorated or assigned by the system in any way.

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About Accounting Distribution 20

Field Description

Invoice number

System-maintained. Identifies the invoice for which you are viewing the accounting subledger distributions.

Vendor System-maintained. Unique code identifying the vendor for the invoice.

Vendor name System-maintained. Name of the vendor for the invoice.

Currency Indicates the currency used for the displayed amounts. If the vendor's currency differs from your home currency, you can switch the display from one currency to the other.

GL Posting Date

Date indicating to which accounting period the transaction will be posted.

Source GL Account Number

Identifies the original GL account number to which the entry was posted prior to prorating and assignment of any account masks.

GL Account Number

GL account number receiving the posting.

GL Account Description

Indicates which type of transaction is being posted. Invoice Period End (accrual).

GL Distribution Type

Describes to which type of GL account the distribution is being made. Differentiates the amount to be matched from other amounts. Amount to be matched Accounts Payable Invoice Charges Memo Items Other Discounts Tolerance A/P Exchange.

Discount Applicability Group

Groups subledger entries to which corresponding discounts apply; negative discount applicability group settings are used for the reversal portion of discount debit/credit memos. A value of zero indicates that an item is non-discountable.

Gross Amount Gross amount associated with the account in question. Set to zero when distribution type is Other Discounts.

Net Amount Amount to be posted to the account in question. Net of any "reflect in net cost" discounts.

Non Terms Net Amount

Amount to be posted to the account in question. Net of "reflect in net cost" discounts not subject to terms. Used in refundable tax calculations.

Tax Type Identifies the particular type of tax, if the account in question is a sales tax account.

Tax Amount Indicates how much of the account amount is attributable to sales tax.

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21 Invoices

Viewing accounting

distribution

1. From the Navigation Bar, select Invoice Worklist.2. Select Table > Query.

3. Set search criteria to retrieve invoices already entered in the system and click OK.

4. Double-click an invoice to view.5. From the Navigation Bar, select Accounting Distribution.

6. If the vendor's currency differs from your home currency, you can do the following from Table: Select Show Invoice Currency to display amounts in vendor's currency. Select Show Home Currency to display amounts in your home currency.

About Adjustment DocumentsAdjustment documents enable you to match an invoice to one or more receipts when the units, discounts or amounts do not match. You issue an adjustment document that makes the value of the invoice equal to the value of the receipts that you want it to match.You can also use an adjustment document to remove an invoice from the system while leaving an audit trail. The adjustment document offsets the original invoice or receipt, creating a GL effect and enabling the invoice or receipt to be matched.Adjustment documents include: RTV debit memo: When an RTV is created in Inventory Management, IMAT creates a

receipt and an RTV debit memo for the same units and costs Credit memo: Created to credit a quantity or cost on the invoice Debit memo: Created to debit a quantity or cost on the invoice Discount correction debit memo: Created when a discount correction must be debited

to the receipt Discount correction credit memo: Created when a discount correction must be credited

to the receipt.

Values corrected on receipts for units, costs and discounts are sent back to Inventory Management.When you issue an adjustment document, it is assigned a number consisting of the original invoice number with a letter appended, to indicate that the adjustment has been attached to the invoice.If this is the first adjustment for the invoice, the letter "A" is appended; "B" through "Z" are appended for subsequent adjustments.

GL Effect Indicates whether or not the entry affects balancing, and if so, whether the amount should debit or credit the account in question. Debit Credit No GL.

Posting Status Indicates whether the row in question has been posted.

Field Description

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About Matching on Taxes 22

Adjustment documents can't be voided, matched, opened or deleted.

Note: Procedures for creating adjustment documents are found in Chapter 2.

About Matching on TaxesMatch on Tax functionality is set by parameter in Enterprise Data Management.

If Match on Tax is active, Invoice Matching will: Calculate the amount of sales tax due on a given merchandise purchase Validate invoiced sales taxes against system calculations Track the sales tax component of RTVs, voided invoices, and adjustments to invoices

and/or receipts.Tax information is maintained at the detail and total level for each invoice, as well as in the subledger. This enables your retail organization to comply with the appropriate tax laws in its dealings with vendors.Tax information used by IMAT is maintained in EDM, where a jurisdiction is created for each region that has a unique sales tax structure. The tax types, rates, and tax exemptions of the sales tax structure are defined for the jurisdiction. Vendors who operate within this jurisdiction are assigned to it.

When you create an invoice, IMAT draws tax data from the vendor's jurisdiction record and uses it to calculate sales taxes. The effective tax rate is the one in force on the date from the vendor's paper invoice.

Note: If a vendor hasn't been assigned to a jurisdiction, or if no sales tax structure has been defined for a vendor's jurisdiction, taxes can't be calculated for the invoice.

The invoice matching parameter set assigned to each vendor contains a value for tax amount tolerance. If the amount of sales tax entered on the invoice is the same as the system calculation (within the tolerance), the invoice is flagged as having valid tax information.

Only invoices with valid sales tax amounts are processed by automated matching; all others will be held for review and manual matching.

If tax is invalid, and no match can be found, you can't issue a debit/credit memo to adjust items on the invoice unless you first correct the tax. You can, however, issue the following: Discount debit/credit memo to adjust invoice discounts Receipt unit adjustment Receipt cost adjustment Receipt discount correction.If tax is invalid and the invoice has been matched to a receipt, you have the option to accept the match unchanged, or to adjust the tax amount on the invoice. If you accept the match, the system flags the invoice as "manually matched".

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23 Invoices

When an RTV document is set to Return in Inventory Management, IMAT generates a matching RTV debit memo and releases it to the Accounts Payable system. If Match on Tax is active, IMAT calculates a default tax amount, based on the tax structure of the vendor's jurisdiction, and the style/size on the RTV. This tax amount will be charged back to the vendor.When an invoice is voided in IMAT, the tax amount charged on the original invoice is also voided.

Calculating sales taxes from invoice chargesIf you enter the total invoiced value of the goods in the invoice header, IMAT calculates sales taxes at this level. After entering values for taxable goods and services in Invoice Charges, select Table >

Get Tax Defaults.

IMAT will calculate the amount of sales tax due on each taxable amount. To view details of a specific calculation, select the invoice charge line and click the Invoice Charges Tax tab.

Tax calculations are based on the default values for tax type and rate that were defined for the tax structure of the vendor's jurisdiction. If a particular tax type has more than one tax rate assigned to it, you can change from the default to one of the other rates. To recalculate sales tax after changing the tax rate, select Table > Get Tax Defaults. To change all tax types back to their default rates, select Table > Reset Tax Defaults.

IMAT enters the results of its sales tax calculations in Invoice Charges. If these values are the same as those on the vendor's paper invoice, no further action is necessary. If they differ, enter the values from the vendor's invoice.After you modify the calculated sales tax values in Invoice Charges, IMAT no longer maintains these totals.

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Calculating sales taxes from invoice details 24

Calculating sales taxes from invoice details

Note: If taxable invoice charges (freight, for example) will be subject to a different tax rate from the default, they should be entered in Invoice Charges, sales tax calculated, and the tax rate modified before you enter information in Invoice Details.

If you enter the invoiced units and price of the goods in Invoice Details, IMAT calculates sales taxes at this level. After entering values for each style/size/color, select Get Tax Defaults.IMAT will calculate the amount of sales tax due on each detail line. Select the detail line to display information about the sales tax calculation in the Taxes table.

IMAT calculates sales tax due on each taxable amount for each detail line.

Tax calculations are based on the default values for tax type and rate that were defined for the tax structure of the vendor's jurisdiction. If a particular tax type has more than one tax rate assigned to it, you can change the default to one of the other rates. To recalculate sales tax for a size/color/style after changing its tax rate, select Table >

Get Tax Defaults.If IMAT calculates sales tax at the detail level, when you return to the invoice header, Invoice Charges Tax will display only the total amount of tax calculated for each tax type. To change all tax types back to their default rates, select Table > Reset Tax Defaults.

IMAT enters the results of its sales tax calculations in Invoice Charges. If these values are the same as the values on the vendor's paper invoice, no further action is necessary on your part. If they differ, enter the values from the vendor's invoice.

After you modify the calculated sales tax values in Invoice Charges, IMAT no longer maintains these totals.

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25 Invoices

About Foreign Currency ConversionsInvoice Matching can process invoices in currencies that differ from your own. It gives you the option to view subledger amounts in either your own or the vendor's currency.Currency codes and exchange rates used by IMAT are maintained in EDM, where a jurisdiction is created for each region (or country) with a unique currency. A currency, currency code and symbol, and purchasing exchange rate is defined for each jurisdiction. Vendors who operate within this jurisdiction are assigned to it.

Multiple exchange rates can be defined for a single currency; however, the Merchandising system ensures that only one of these rates is in effect at any time.When you create an invoice, IMAT draws currency information from the vendor's jurisdiction record and uses it to calculate invoiced values in your home currency.

The effective date of the currency exchange rate depends on how the invoice is created. If an invoice specifies a PO number, the exchange rate used is the one that was used

on the purchase order. (IMAT won't track exchange rate variances that occur between PO creation date and invoice creation date.)

If an invoice is created by vendor (no PO number specified), the exchange rate used is the one that was in effect on the invoice creation date. (This could differ from the date on the vendor's paper invoice.)

The default view of the invoice subledger shows invoiced amounts in your home currency; you can change the display to show amounts in the vendor's currency. If you view invoiced values in the vendor's currency, the system also displays a value for AP Exchange, which accounts for discrepancies due to currency conversion.

The exchange rate used by IMAT receipts depends on the type of receipt. A PO receipt uses the exchange rate that was used on the purchase order it references. An unsolicited receipt uses the exchange rate that was in effect on the receipt's

transaction date.

Working with InvoicesInvoices are created and maintained in the Invoice Worklist.

New invoiceInvoice information can be based on a purchase order, pre-existing vendor information, or both. You define these references in the New Invoice window and can modify all information here that affects the subledger as long as the invoice status is Preliminary.

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Invoice worklist 26

If you specify a vendor at entry, then the following values from the Vendor information fields in EDM are used to complete portions of the invoice you are creating: Vendor information – default settings Terms – default settings Currency – default settings Discounts – default settings Exchange rate – if the vendor is foreign, then this value is set to the vendor's currency

exchange rate that is in effect when the invoice is created. The exchange rate can't be modified once a preliminary invoice is saved. If the vendor is domestic, then this field can't be modified.

If you specify an existing PO at entry, then the following values from the PO Header and PO Discounts are used to complete portions of the invoice you are creating: Vendor information – this may differ from EDM default settings Terms – this may differ from EDM default settings Currency – this may differ from EDM default settings Discounts – this may differ from EDM default settings Exchange rate – if the vendor is foreign, then this value is set to the vendor's currency

exchange rate that was in effect when the PO was created. The exchange rate can't be modified once a preliminary invoice is saved. If the vendor is domestic, then this field can't be modified.

Invoice worklistThe invoice worklist displays all previously entered invoice documents that have been saved into the system. These documents can be of varying invoice and match statuses.Only invoice documents with a status of Preliminary or Posted can be reopened for editing. However, all invoice documents can be opened and viewed

You can select an invoice to open from the Worklist, or by selecting the Open Document icon and entering the invoice number and, if necessary, the vendor code or description.

Field Description

Invoice number Mandatory field. A unique number used to identify the invoice. It must meet the mask requirements in Enterprise Data Management.

Invoice date Mandatory field. The creation date that will be attached to the invoice record.

PO number Mandatory field. Enter the corresponding purchase order number to reference purchase order information attributed with the receipt.

Vendor code Mandatory field. Enter the corresponding vendor code to reference attributes associated with the receipt.

Location Code corresponding to a specific retail location.

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27 Invoices

Field Description

Vendor Code Mandatory. The vendor code assigned to this invoice; must conform to parameter masks defined in EDM.

Jurisdiction Code

A unique identifier for the vendor's jurisdiction.

Invoice Number Mandatory. The invoice number assigned to this invoice; must conform to parameter masks defined in EDM.

Transaction Type

Mandatory. The invoice document type: Invoice RTV Debit Memo Credit Memo Debit Memo Discount Correction Debit Memo Discount Correction Credit Memo.

Match Status Code

Mandatory. The matching status for this particular invoice: Unmatched Matched Partially Matched Over Matched Hold for Review.

Invoice Status Code

Mandatory. The status of the invoice. Posted and preliminary invoices can be modified. Released invoices are available for matching. Preliminary Posted Released.

Gross Amount Payable

Mandatory. The amount payable on the invoice before invoice discounts and charges are applied.

Currency Code A unique identifier for the vendor's currency.

Due Date Mandatory. The payment due date as specified by the vendor.

Entry Date/Time Mandatory. The date and time the invoice was saved into the system.

User Name A name of the user who created the invoice.

Release Date The date the invoice was released.

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Invoice header 28

Invoice header The invoice header is a list of fields and items affecting the balance owed to a vendor. These can include items such as invoices, checks or credit notes that originate from the vendor and items such as chargebacks and adjustments that originate from your Accounts Payable department.

The header contains all general information about the invoice, including invoice type, discount and due dates, payment terms, discount details, GL account references and invoice charges.

Some header fields are automatically filled in with default values based on the vendor or purchase order you selected. The fields that you can access and modify depend on the vendor or PO code that you chose.

Match Date/Time

The date and time that the invoice was matched to one or more receipts.

Reference type The invoice reference. Will be one of: Not available ASN Purchase Order Number Return Authorization Number Vendor Check Vendor Credit Vendor Invoice.

Reference number

Document number identifying the reference. Not used if reference type is Not available.

Location code A unique code defined in EDM identifying the location receiving the goods or services.

Field Description

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29 Invoices

Field Description

Invoice number

Mandatory. Printed on the invoice; uniquely identifies an invoice for a vendor. Maximum 22 alphanumeric characters.

Transaction type

Mandatory. Describes the type of transaction affecting the amount payable to the vendor. (Unlike a debit memo, an invoice correction only affects the accounting for the amounts charged by the vendor without disputing the actual amounts themselves.) Invoice RTV debit memo Debit memo Credit memo Invoice correction Check received from vendor Discount debit memo Discount credit memo.Default: Invoice

Invoice status

Mandatory. Indicates whether the invoice is incompletely entered (preliminary or being held for review), can be considered by automated matching (posted or released), or is available for subledger and interfacing (released). Preliminary Posted Released.Default: Preliminary

Match status Mandatory. Indicates whether the invoice requires matching, whether any match attempts have been made and whether any have been found. Match attempt status determines when next to attempt an automatic match.

Held for review prevents automated matching from picking up an invoice.

Preliminary Unmatched Match attempted but not found Held for review Matched.Default: Preliminary

Vendor Mandatory. Identifies the vendor whose invoice is being matched.

Remit to vendor

Identifies a vendor to whom the payment will be issued, if this differs from the value in the Vendor field.

Jurisdiction Mandatory. Identifies the jurisdiction of the vendor whose invoice is being matched. IMAT uses this value to determine the vendor's currency.

Manually matched

System-maintained. If IMAT is matching on tax and the tax amount is not validated by the system but all other values match, you can force a manual match. When such a match occurs, this check box will be selected.

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Invoice charges 30

Invoice chargesAfter an invoice has been created or retrieved, invoice charges associated with the vendor for that particular invoice can be added or modified as long as its status is Preliminary.

If sales taxes apply to specific invoice charges, the system calculates the amounts. Details of sales tax calculations can be viewed in the Invoice Charges Tax tab.

You enter actual sales tax amounts, taken from the vendor's paper invoice, in the Net column for each charge item identified with that particular tax type.

Exchange rate

Mandatory. System-maintained. Amount by which to multiply vendor currency amounts to obtain their domestic equivalent. If the invoice was created by specifying a purchase order, the rate is the conversion rate entered on the purchase order.If the invoice was created by vendor (no purchase number specified), it is the effective conversion rate in EDM for the vendor's currency at the time the invoice was entered into IMAT.

Terms Indicates the terms agreed upon with the vendor for this particular transaction.

Payment status

Mandatory. Indicates whether or not the invoice has been paid. Values include: Unpaid Paid via letter of credit Paid via manual check Paid via system check.Default: Unpaid

Payment ref no.

Mandatory. Identifies the check or letter of credit drawing when the payment status is paid. Up to 30 alphanumeric characters

GL company Displayed only if the EDM parameter Export GL Company is selected.Identifies the GL company the invoice is assigned to. This option allows Epicor 9 and 3rd-party financial systems to segregate their invoices by GL company when the invoices are exported to them from IMAT.User must set the GL company if the Transaction Type is Invoice; otherwise, it is system set.Enter an active GL company or select one using the lookup.

Invoice date Mandatory. Date of invoice or chargeback.

Due date Mandatory. Date by which the invoice must be paid.

Discount date Mandatory. Date by which the invoice must be paid to avoid losing discounts subject to terms.

Entry date/time

Mandatory. System-maintained. A date and time record added to the invoice when it is saved into the system.

Field Description

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31 Invoices

References tabYou can view, add or modify references predefined for the vendor associated with the invoice. Most of the information on this tab pertains to the PO number/store number combinations relevant to the invoice. However, it can also include other reference numbers such as ASN numbers or vendor order numbers.

Field Description

Description The description of the invoice charge.

Discount Applicability Group

Identifies whether the invoice charge is discountable or not. Discountable Not Discountable.

Gross Mandatory. The gross amount payable before sales taxes for items on the receipt. If you enter detail lines for the items on the vendor's paper invoice, the system will calculate this value.

Net Mandatory. The net amount payable before sales taxes and after all discounts have been applied.

Tax Type Used only for invoice charges that are associated with sales taxes. Identifies the particular sales tax that is being charged.

Currency System-maintained. The vendor's currency.

Total net Total net cost after all discounts and surcharges have been applied.

Terms discount System-maintained. The total discount amount in vendor's currency that is subject to terms. If matching on tax, this amount includes tax.

Final net The final net amount payable.

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Discounts tab 32

An invoice reference can be added, modified or deleted regardless of the invoice status. You can use predefined reference types other than the standard system defaults; they must be specified in the vendor's invoice master reference set when it is defined in EDM.

Discounts tabThe invoice discounts will default from the PO values and/or the vendor parameter values. You verify, modify, add or delete these discounts and post the changes to the subledger.

Discounts can be added, modified or deleted only if the invoice status is Preliminary.

The Invoice Discounts table holds the definition of the calculation method and basis of the discounts applicable to a given invoice.

Note: Discounts must be sequenced in the order that they will be applied

Calculating Subject to Terms Discount - The system calculates invoice amounts based on the values of the discount’s Reflect in Net Cost and Subject to Terms parameters as follows:1. When a discount is created where Reflect in Net Cost is cleared and Subject to Terms

is selected, the discount will be calculated pre-tax and will be included in the tax calculation. For example:Discount’s Reflect in Net Cost is not selected and Subject to Terms is not selected

Field Description

Reference Type Mandatory. An invoice reference. Not available ASN Number Purchase Order Number Return Authorization Number Vendor Check Vendor Credit Vendor Invoice.

Reference Number

Mandatory, unless you select Not available in Reference Type. Document number identifying the reference. Up to 20 alphanumeric characters.

Location Code Mandatory. A unique code defined in EDM identifying the location receiving the goods or services in question. For POs only.

Location Name The name associated with the location code.

Validity Flag When this check box is selected, it indicates that the PO reference number is valid. Default: Cleared.

Gross Net

Merchandising Amount 100.00 100.00

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33 Invoices

2. When a discount is created where Reflect in Net Cost is not selected, Subject to Terms is selected, and Include tax in Subject to Terms discount (EDM > Parameters > Invoice Matching) is not selected, the discount will be calculated on the pre-tax amount:

3. When a discount is created where Reflect in Net Cost is not selected, Subject to Terms is selected, and Include tax in Subject to Terms discount (EDM > Parameters > Invoice Matching) is selected, the discount will be calculated on the post-tax amount:

.

Terms = -2% gross 2.00

Subtotal 98.00

Tax 10% 9.80

Total Net 107.80

Gross Net

Merchandising Amount 100.00 100.00

Tax 10% 10.00

Terms = -2% gross 2.00

Subtotal 108.00 (Gross - Terms + Tax)

Final Net 108.00

Gross Net

Merchandising Amount 100.00 100.00

Subtotal 100.00

Tax 10% 10.00

Subtotal 110.00

Terms = -2% gross 2.20 (Gross + tax)

Final Net 107.80

Field Description

Sequence Number Mandatory. Used to preserve the sequence of the discounts; a requirement to correctly determine the net cost to which a particular discount is to be applied.

Discount Type Mandatory. The type of discount being offered.

Gross Net

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Matches tab 34

Matches tabThe Matches tab displays any receipt information corresponding to the invoice. The entries in this table are made based on your potential match information as part of manual matching or by the system as part of automated matching when the potential match information is accepted. This table is system-maintained.

Discount Applicability Group

Mandatory. Indicates which invoice charges apply to the discount in question.

Percent or Amount Mandatory. Indicates whether the discount is expressed as a percentage or a lump sum amount. Amount Percent.

Discount Value Mandatory. The value of the percentage or amount to be discounted in the vendor's currency.

Base Calculation On Mandatory. Defines how the discount is applied. Options are: Gross cost Net Cost: (Gross cost less all prior discounts where it is

reflected in the discount cost) Balance: (Gross cost less all prior discounts). Meaningful only

for percent discounts.

Reflect Discount in Cost

When selected, indicates that the first discount calculated will reduce both net cost and balance. When not selected, the first discount calculated will reduce only balance. This affects the calculation of the second and subsequent discounts that are based on net cost.

Reflect in Net Cost When selected, the discount amount is deducted from the cost of the items to which it applies. When not selected, the discount amount is accounted for separately. When selected, Subject to Terms can't be selected.

Subject to Terms When selected, the discount in question may be lost if the invoice is not paid by the due date. When selected, Reflect in Net Cost can't be selected.

Discount Amount Mandatory. Actual amount of the discount in vendor currency calculated for current invoice, net of tax.

Discount Tax Amount

Actual discount amount including tax on cash discounts.

Field Description

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35 Invoices

Adjustments tabThe Invoice Adjustment tab displays a table of debit and credit memos posted to adjust a given invoice. This table is system-maintained.

Messages tabYou can enter invoice messages or revise any default remarks assigned to the system by verifying/recording the message or message type.

Field Description

Receipt Number Unique identifier of the PO or unsolicited receipt to which the invoice or invoice item is matched.

Type Type of information used to match the invoice. Pack Code Style Code Vendor Style.

Code A code corresponding to the type of information used to match the invoice. Identifies a specific item.

Description A description of the information being used to match the invoice. Corresponds to the code entered.

Color The color associated with the style code or vendor style being used to match the invoice. Not available if you have entered a pack code or pseudo style.

Size The size associated with the style code or vendor style being used to match the invoice. Not available if you have entered a pack code or pseudo style.

Gross Matched Amount

Gross receipt amount matched in the vendor's currency.

Net Matched Amount

Receipt amount matched in vendor's currency after deducting discounts set to affect cost.

Units Matched Specifies the number of units matched for the line item in question.

Invoice Header – Adjustments tab

Adjustment No. System-created unique identifier for the adjustment using original invoice number with a letter appended. On the first adjustment for the invoice, "A" is appended; "B" through "Z" are appended for subsequent adjustments.

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Invoice Charges Tax tab 36

You can associate free-form text with an invoice; this can be used to convey information to the vendor or to other internal users of the invoice document. You can enter the text of a free-form message or enter a message code which references a predefined message.

Invoice Charges Tax tabThis tab displays sales tax information for subledger entries. It shows how sales taxes are calculated on individual values entered in the invoice charges section of the invoice header.

If a sales tax structure has not been defined for the vendor's jurisdiction, the tab will not be accessible.

Select an invoice charge item to view details of the sales tax calculated on the particular item.

Note: The fields that display in this tab depend on whether sales tax was calculated at the header level or the detail line level.

Taxable Amount for a Tax is the value of the invoice charge. Taxable Amount for a Surtax is the value of the invoice charge plus Tax.

Field Description

Message Type The type of message attached to the invoice. Message types are defined in EDM.

Message The message text.

Field Description

Tax Type A unique code identifying the type of tax being calculated. The tax types that display are determined by the sales tax structure of the vendor's jurisdiction.

Tax Rate Code

A unique code identifying the tax rate used to calculate the tax. If more than one rate has been defined for the particular tax type, you can modify this field. This field won't display if sales tax has been calculated at the detail level.

Tax Rate Description

A description of the tax rate used to calculate the tax. System-maintained, it corresponds to the code selected in Tax Rate Code. This field won't display if sales tax has been calculated at the detail level.

Tax Rate The percentage rate used to calculate the tax. System-maintained. This field won't display if sales tax has been calculated at the detail level.

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37 Invoices

Total Tax tabThis tab shows the total amount of sales tax calculated for all taxable invoice charges, as well as the total amount of sales tax entered in the invoice header from the vendor's paper invoice. If a sales tax structure has not been defined for the vendor's jurisdiction, the tab will not be accessible. Calculated tax amounts can differ from the tax amounts actually entered against invoice charges.

Tax Amount is the total amount calculated for each sales tax type. Tax Charged is the total amount charged for each sales tax type.

Surtax Type and Rate

If a surtax is charged on a particular tax type, this column displays the type and rate code that identifies the surtax. System-maintained. This field won't display if sales tax has been calculated at the detail level.

Taxable Amount

The total amount upon which the tax is calculated.

Tax Amount Total amount of tax calculated on the taxable amount. System-maintained.

Field Description

Tax Type System-maintained. A unique code identifying the type of sales tax.

Taxable Amount

System-maintained. Total currency value of all taxable amounts for the particular tax type.

Tax Amount System-maintained. Total tax amount calculated for the particular tax type.

Tax Charged System-maintained. Total tax amount entered in the invoice header for the particular tax type.

Total Tax Calculated

Total tax amount, in vendor's currency, calculated by the system for all tax types that affect the invoice. Sum of Tax Amounts for all tax types in this tab.

Total Tax Charged

This is the amount of tax to pay when the invoice is paid. Total tax amount, in vendor's currency, entered when the invoice was created. It is the amount of tax calculated by the vendor. Sum of all GL Distribution Type 3 (Input Tax Credit Receivable) net values in the Accounting Distribution.

Tax valid System-maintained. When selected, indicates that the total tax amount calculated by the system matches the total tax amount entered on the invoice within a specified tolerance. The value of the tax tolerance amount is set when you define an invoice matching parameter set for the vendor in EDM.

Field Description

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Invoice details 38

Invoice detailsThe Invoice Details screen displays a list of particular items invoiced. This information is optional unless there is a discrepancy between the invoice and the receipt to which it is matched. In such a case invoice item details are required in order to investigate the cause of the discrepancy and determine which is correct.You can enter the gross unit price for invoice items and have IMAT calculate the net unit price.

If all discounts for the invoice have been defined as percentages, then you can enter the net unit price and IMAT will calculate the gross unit price.IMAT maintains a temporary list of discounts until all calculations have been completed. It then updates the appropriate fields.

IMAT can also calculate and maintain a record of the amount of sales tax applicable to each detail line of the invoice. This is used to verify that the vendor's invoice contains the correct sales tax charges, and to incorporate the effects of sales tax upon the various adjustment types.

Details of the sales tax calculation for the selected line item are displayed in the Taxes table at the bottom of the window

Field Description

Invoice number System-maintained. Identifies the invoice for which you are viewing the details.

Vendor System-maintained. Unique code identifying the vendor for the invoice.

Vendor name System-maintained. Name of the vendor for the invoice.

Currency System-maintained. Unique code identifying the vendor's currency. This is the currency used for the displayed amounts.

Line Number Mandatory. Invoice line item in question.

Discount Applicability Group

Mandatory. Discountable item Discountable item reversal.Default: Discountable item

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39 Invoices

TaxesWhen you select a detail line, the Taxes table displays information about the calculation of sales tax for that particular line.

Type The type of information on the detail line of the invoice. Pack Code Style Code Vendor Style.

Code Mandatory. A code indicating the type of information on the detail line of the invoice. Identifies a specific item.

Description Mandatory. A description of the item on the detail line of the invoice. Corresponds to the code.

Color The color associated with the style code or vendor style entered on the detail line of the invoice. Not available if you enter a pack code or a pseudo style.

Size The size associated with the style code or vendor style entered on the detail line of the invoice. Not available if you enter a pack code or a pseudo style.

Units Mandatory. Quantity invoiced.

Gross Unit Price Mandatory. Unit price before any discounts have been applied.

Net Unit Price Mandatory. Unit price after the invoice discounts affecting the cost have been deducted.

Tax Amount Sum of the tax amounts calculated for the detail line in the Taxes table.

Field Description

Tax Type A unique code identifying the type of tax being calculated. The tax types that display are determined by the sales tax structure of the vendor's jurisdiction.

Tax Rate Code A unique code identifying the tax rate used to calculate the tax. If more than one rate has been defined for the particular tax type, you can modify this field.

Tax Rate Description

A description of the tax rate used to calculate the tax. System-maintained, it corresponds to the code selected in Tax Rate Code.

Tax Rate The percentage rate used to calculate the tax. System-maintained.

Surtax Type and Rate

If a surtax is charged on a particular tax type, this column displays the type and rate code that identifies the surtax. System-maintained.

Taxable Amount The total amount upon which the tax is calculated.

Tax Amount Total amount of tax calculated on the taxable amount. System-maintained.

Field Description

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Creating an invoice 40

Creating an invoice

1. From the Navigation Bar, select Invoice Worklist.

2. Select Document > New and in the New Invoice window do the following: In the Invoice number field, enter an invoice number. (This will probably be the

number from the vendor's invoice document.) Enter a Vendor code and/or PO number. If necessary, select an Invoice date from the drop-down calendar.

3. Click OK.

4. In Invoice Header, do the following: Taking the value from the vendor's invoice document, enter the gross cash

amount of discountable items in the Gross field or the net cash amount of discountable items in the Net field.

Note: After the preceding information has been entered, you can save the new invoice. It is not necessary to enter all invoice information in a single operation.

If necessary, in the Discounts tab select a Discount Type and enter a discount amount in Discount Value.

If necessary, in the Messages tab select a Message Type and enter the text of the message in the Message field.

If necessary, in the References tab select a Reference Type and enter an identification number in the Reference Number field.

5. If necessary, from the Navigation Bar select Invoice Details. If you have entered a valid PO number, you will be asked if you want to add a detail to the invoice for every detail on the PO. Click Yes to have the details created and populated.

Note: If a location code was entered on the invoice, the system copies to the invoice all the details from the PO that are ordered for the same location as on the invoice.If no location was entered on the invoice, all the details from the PO will be copied to the invoice.

The system populates the fields in the detail as follows:

Field Description

Discount applicability group

Default: 1.

Line No. System assigned. A sequential value starting with 1.

Style type Style code: If PO line references a pseudo style Vendor style: If PO line references a regular style Pack code: If PO line references a pack

Description Style short description: If the line on a PO references a style. Pack description: If the line on the PO references a pack.

Color Color short description if the PO references a style; otherwise, null.

Size Size label of the size if the PO line references a style; otherwise null.

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41 Invoices

If you click No, you must enter the details.6. If you clicked No in step 5, for each line item:

Select a discount group from the Discount Applicability field. Select a code type in the Type field. Enter a style, vendor style or pack code in the Code field. Enter a color in the Color field. Enter a size in the Size field. Enter the number of units received in the Units field. Enter the Gross Unit Price. (Optionally, if %/Amount is Percent for all discounts on

the invoice, you can enter the Net Unit Price.)7. If necessary, from the Navigation Bar select Accounting Distribution, and then select

the GL account to apply to discountable items on the invoice.

8. Save the invoice.

Opening an invoice

You can open an invoice either by double-clicking it from the Invoice Worklist, or by following this procedure:1. From the Invoice Worklist, the Invoice Header or the Invoice Detail, click the Open

Document icon from the upper left corner of the window.

2. Enter the invoice number.a) If there is only one invoice for a vendor, the vendor number will be populated

automatically. Click OK. b) If there is more than one invoice for a vendor, click Lookup and select the vendor.

Click OK.

3. The Invoice Header opens.

Modifying an invoice

If you are entering additional information into an incomplete invoice, refer to the previous procedure for a more detailed explanation of the tabs.1. From the Navigation Bar, select Invoice Worklist.

2. Select Table > Query and set search criteria.

3. Click OK.4. Double-click the invoice you want to modify.

5. From the Navigation Bar, select Invoice Header, Invoice Details and Accounting Distribution and make the necessary changes in each.

6. Save your changes.

Units Sum of the ordered units on the PO detail across all expected receipt dates.

Gross unit price PO line first cost: If the PO references a style. PO line pack cost: If the PO line references a pack (pack cost =

style’s first cost * number of units in pack).

Net unit price System calculated based on gross price and invoice discounts.

Field Description

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Posting an invoice 42

Posting an invoice

Posting makes the invoice available for automated or manual matching.

1. From the Navigation bar, select Invoice Worklist.2. Select Table > Query and set search criteria.

3. Click OK.

4. Select the invoice you want to post.5. Select Table > Post.

Note: If you have not entered details for the invoice, the system will automatically create an invoice detail when you execute this action.The system adds the following information for the invoice detail:Units: 1Gross unit price: Gross amount from GL Distribution Type Amount to be MatchedStyle code: System setColor: System setSize: System setNet Unit price: Calculated based on gross price and discounts

6. If there are detail lines on the invoice with 0 units, you will be warned that the system will delete those lines when the invoice is posted. Click Continue to proceed and delete the details or Cancel to return to the invoice and modify the lines with 0 units.

7. At the prompt, click OK.

Releasing an invoice

Releasing makes the invoice available to the Accounts Payable system.

1. From the Navigation bar, select Invoice Worklist.2. Select Table > Query and set search criteria.

3. Click OK.

4. Select the invoice you want to release.5. Select Table > Release.

6. At the prompt, click OK.

Holding an invoice for

review

When an invoice is held for review, it is not available to be matched.

1. From the Navigation bar, select Invoice Worklist.

2. Select Table > Query and set search criteria.3. Click OK.

4. Select the invoice you want to hold.

5. Select Table > Hold for Review.6. At the prompt, click OK.

Clearing a hold

1. From the Navigation bar, select Invoice Worklist.2. Select Table > Query and set search criteria.

3. Click OK.

4. Select the invoice you want to clear.5. Select Table > Clear Hold for Review.

6. At the prompt, click OK.

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43 Invoices

Deleting or voiding an

invoice document

Deleting an invoice or an adjustment document removes it completely from the system. No audit trail information is left after a document has been deleted.Invoice and adjustment documents can be deleted under the following conditions:

An invoice can be voided, if it has been posted but not matched. Voiding an invoice removes it from the worklist (and subsequently the system).Voiding a document also generates a debit memo to ensure an audit trail exists for the amount voided.

Adjustment documents can't be voided.

Voiding an invoice

1. From the Navigation bar, select Invoice Worklist.

2. Select Table > Query and set search criteria.3. Click OK.

4. Select the invoice you want to void.

5. Select Table > Void.6. At the prompt, click OK.

Deleting an invoice

1. From the Navigation bar, select Invoice Worklist.2. Select Table > Query and set search criteria.

3. Click OK.

4. Select the invoice you want to delete.5. Select Document > Delete.

6. At the prompt, click OK.

Match Status

Undefined Preliminary UnmatchedMatch Attempted Not Found

Held For Review

Matched

Invoice Status: Preliminary

Yes Yes Yes N/A N/A N/A

Invoice Status: Posted

N/A Yes Yes Yes Yes No

Invoice Status: Released

N/A N/A No No No Yes(if Match Date plus Invoice History Days is later than the System Date)

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2 Manual Matching

This chapter describes how the matching process works.It explains how to use manual matching to find potential matches between specific invoices and POs or receipts, and shows examples of specific matches.

It also explains how to generate adjustment documents for units, costs and discounts to enable a match to be made.

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45 Manual Matching

About MatchingAn invoice can be matched to one or more receipts if the merchandising net cost in the invoice matches the total merchandising net cost on the receipts, within the specified tolerance.

An invoice can only be matched after it has been posted into the system; once posted it can be released to Accounts Payable. An invoice can be released without having been matched to a receipt.

Matching results remain on the system for analysis and follow-up.

The matching process will: Attempt to match one invoice to one receipt and if no match is found All receipts are summed by “received date” for the PO or vendor and an attempt to

match one invoice to these groups of receipts is made. If no match is found A final match on all receipts for the PO or vendor is then attempted.

Match statusesAn invoice can be matched using one of two methods: automated matching or manual matching. An invoice is given a matching status based on the results of the selected matching method.

Receipts also are assigned match statuses indicating whether they have been matched to one or more invoices.

Invoice Match Status

Unmatched A match has not yet been attempted.

Match attempted, not found

A matching process has been executed, but a matching receipt has not been found for the invoice.

Hold for review The document is being held for further review. An on-hold document is ignored by automatic matching. It can be matched manually only if the hold is cleared.

Matched The invoice has been matched to a receipt.

Receipt Match Status

Unmatched The receipt has not been matched to an invoice and is available for automated matching. This is the default value assigned to new receipts.

Partially Matched

The receipt has been matched to an invoice, but the net matched amount is less than the net transaction amount.

Matched The receipt has been matched to an invoice, and the net matched amount is equal to the net transaction amount.

Over Matched The receipt has been matched to an invoice, but the net matched amount is greater than the net transaction amount.

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Working with Manual Matching 46

Working with Manual MatchingReceipts are created in Inventory Management (IM) when goods are received to document their quantity, value and condition. IMAT accesses IM receipt information as well as PO information, to create an IMAT receipt. Adjustments made to an IMAT receipt are passed back to IM, and changes made to an IM receipt are passed on to IMAT.

Manual matching enables you to match individual invoices to one or more receipts based on PO number or vendor code or, if you know the receipt to match, by performing a query and retrieving the receipt.

Invoice documents are selected from the Invoice Worklist. If an invoice is available to be matched, when you open it you can access its Matching Summary and Matching Discount screens. If item details were entered for the invoice, you can also access its Item Detail Match screen. You undertake different actions in each of these screens.The manual matching process has four steps.

1. Execute the manual match. IMAT lists the receipts most likely to match the invoice you are working with. If the system doesn't retrieve a match, you can make a manual search using query criteria. The procedure for this step is described in the section “Matching Summary” on page 47.

2. Select one or more receipts and compare their values for total net cost, discounts, units, and unit cost to those of the invoice. The level of detail that you can view depends on how much information was entered for the invoice. This step is described in the sections “Matching Discounts” on page 50 and “Matching Details” on page 53.

3. Make any necessary adjustments to correct discounts, reconcile cost or unit discrepancies, track damaged goods, or issue a debit or credit memo. The adjustments you can make depend on the style type, the cause of the discrepancy and the level of detail that you are viewing. When deciding which adjustment to make, you should be guided by your company's accounting policies. Procedures for this step are described in “Matching Discounts” on page 50 and “Matching Details” on page 53.

4. Remove the other receipts from the list after identifying the receipt(s) best matching the invoice and making any required adjustments. You now accept a full or partial match to end the manual process. Procedures for this step are described in “Matching Summary” on page 47.

Hold/Clear for ReviewWhen an invoice is held for review, it is not eligible for automated matching.

You place a hold on an invoice, for example, if you need to make a more detailed examination of it. After you complete the investigation, clearing the hold on the invoice will make it available again for automated matching.

Holding or clearing hold

for review

1. From the Navigation bar, select Invoice Worklist.2. From the Table > Query and set search criteria to retrieve a list of posted invoices.

3. Click OK.

4. Select one or more invoices.5. From the Table menu, select one of the following:

To hold invoices for further investigation, select Hold for Review. To clear a hold on invoices, select Clear Hold for Review.

6. At the prompt, click OK.

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47 Manual Matching

Matching SummaryThe manual matching process starts and finishes in the Matching Summary screen. This screen displays header information for the selected invoice. After you execute the matching process, it also displays the receipts that are potential matches.

Depending on the discount type, the amount of detail available, and the cause of any discrepancies between the receipt and the invoice, you may need to view the Matching Discounts and Matching Details screens before choosing the best match.

You return to the Matching Summary screen to select a receipt for a full or partial match.m

The Matching Summary screen is divided into these sections: Invoice information – Displays invoice data relevant to matching. Matching process and candidates – Displays the matching process that you have

chosen to run on the invoice in question. After process is complete, displays all receipts that are candidates for matching. You select one or more receipts to match to the invoice.

Match results – Displays a running total of the receipts chosen, the invoice amount and the variance. If variance is within the allowable tolerance, Match Found is displayed in a message field.

Field Description

Invoice number Identifies the invoice being matched.

PO number Identifies the purchase order referenced by the invoice.

Date Date the invoice was created.

Match status Match status of the invoice.

Vendor Vendor on the PO referenced by the invoice.

Location Receiving location identified on the PO.

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Matching Summary 48

Currency Unique code or symbol that identifies the vendor’s currency.

Exchange rate If the vendor’s currency is different from your home currency, the currency conversion rate displays here.

Match net amount Amount to be matched for the invoice.

Match cost discount

Total amount of discounts on the invoice.

Match gross amount

Total amount of the invoice before discounts.

Tolerance Total amount of variance allowable for the invoice.

GL posting date Date that values from the matched invoice should be posted to the general ledger.

Matching process Type of matching process to be used. The system can search by PO number or by vendor code. Default: Match 1 invoice to 1 receipt, all receipts on 1 day, or all receipts for corresponding POs.

Matching process results

Receipt No. Alphanumeric identifier of the receipt.

Vendor Code Code identifying the vendor referenced on the receipt.

Vendor The vendor corresponding to the vendor code.

PO Number Identifier of the PO referenced on the receipt.

Location Receiving location identified on the receipt.

Receipt Date Date that the receipt was created.

Currency Unique code or symbol that identifies the vendor's currency.

Exchange Rate The currency conversion rate used to convert invoice amounts from the vendor's currency into your home currency.

Gross Unmatched Total unmatched value of goods on the receipt before discounts are applied.

Net Unmatched Unmatched value of goods on the receipt after discounts are applied.

Total Units Number of items on the receipt.

Result Match status of the receipt.

Field Description

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49 Manual Matching

Executing a manual

match on an invoice

This procedure generates a list of receipts that can potentially be matched to the invoice.

1. From the Navigation bar, select Invoice Worklist.

2. Select Table > Query and set search criteria to retrieve a list of invoices already entered in the system.

3. Click OK.

4. Double-click the invoice you want to match.

5. From the Navigation bar, select Matching Summary.6. From the Matching Process drop-down list, select one of the following:

Match 1 invoice to 1 receipt, all receipts on 1 day, or all receipts for corresponding PO(s) to search on the purchase order number.

Match 1 invoice to 1 receipt, all receipts on 1 day, or all receipts for corresponding supplier to search on the vendor ID.

7. Click Execute.

To complete the manual matching process, you select one or more receipts that best match the invoice and accept a full or partial match. You do this in Matching Summary using one of the following procedures.

If there are discrepancies between the receipt and the invoice, you can adjust one of the documents before you choose the best match.You can change discounts in the Matching Discounts screen.

If the invoice includes detail lines, you can access Matching Details to change units or unit costs, issue a debit or credit memo, or match line items on the invoice with line items on the receipt.

After making any necessary adjustments, you return to Matching Summary and choose the appropriate procedure to accept the match.

Making a summary

level partial match

When the net amount of the invoice is less than that of the receipt, you can partially match it to the receipt at the summary level. This permits you to match a currency amount regardless of the details and discounts on the invoice or the receipt.

Once you make a partial match, you can no longer view the matching summary of the invoice. The portion of the receipt that is not matched remains available to be matched to other invoices.

1. Select one receipt in the Matching process results table that is eligible for the partial match.

Matching Summary

Receipt Total Total amount of all receipts identified by the matching process. Calculated field, its value changes as you remove receipts from the table. Displays two values, Gross and Net.

Invoice Total Invoice amount to be matched. Displays two values, Gross and Net.

Variance Difference between Receipt Total and Invoice Total. Calculated field. Displays two values, Gross and Net.

Field Description

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Matching one or several receipts to an invoice 50

2. Remove all other receipts from the Matching process results table.

3. Select Table > Summary Level Partial Match.4. At the prompt Summary Level Partial Match was successful, click OK.

Matching one or

several receipts to an invoice

1. Select one or more receipts in the Matching process results table with total Net Unmatched Amount equal to the Match Net Amount of the invoice.

2. Remove all other receipts from the Matching process results table.

3. Select Table > Accept Match as Final.

Manually retrieving

receipts if no match found

1. At the prompt No potential matches found, click OK.2. In Matching process results, place the cursor in the first blank Receipt No. field and

click ….

3. In Query, enter search criteria and click OK.4. In IMAT Receipts Lookup, select one or more receipts and click OK.

5. Continue the matching process with the manually retrieved receipts.

Matching DiscountsWhen one or more discounts have been defined as Reflect in Net Cost: Yes, and discounts on the invoice differ from those on the PO that it references, you can replace the invoice discounts with those from the receipt, or replace the ones on the receipt with those from the invoice.

You do this in the Matching Discounts screen, accessible from Matching Summary. To allow you to compare invoice discounts with receipt discounts, the Matching Discounts screen is divided into two sections.

Receipt discount adjustment is not available when matching pseudo styles. Instead, you have this option: Adjust the discounts on the corresponding PO receipt in Inventory Matching; this

forces a change to the IMAT receipt and permits the match to proceed.

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51 Manual Matching

The Matching Discounts window is divided into two sections: The top portion displays invoice information and discounts. The bottom portion displays receipt information and discounts.

You can perform these actions in Matching Discounts: Replace Invoice Discounts: Replaces the discounts on the invoice with those from the

receipt. Generate Receipt Discount Cost Correction: Replaces the discounts on the receipt with

those from the invoice.

After making any necessary discount adjustments, you return to Matching Summary and choose the appropriate procedure to accept the match.

Field Description

Invoice number Identifies the invoice that is being matched.

PO If the invoice was created from a purchase order, this field displays the PO number.

Date Creation date of the invoice.

Vendor The code and description of the vendor on the invoice.

Location The code and description of the location identified on the invoice.

Match status The match status of the invoice.

Match gross amount

The gross amount to be matched on the invoice. Indicates the vendor's currency, if it differs from your own.

Match cost discount

The cost discount amount to be matched on the invoice.

Match net amount

The net amount to be matched on the invoice.

Tolerance The tolerance within which the invoice must be matched to the receipt.

Receipt No. Identifies the receipt that is being matched.

PO If the receipt references a purchase order, this field displays the PO number.

Date Transaction date of the receipt.

Vendor Code and description of the vendor referenced on the receipt.

Location Code and description of the location referenced on the receipt.

Match status The match status of the receipt.

Gross unmatched

Gross amount remaining unmatched on the receipt.

Net unmatched Net amount remaining unmatched on the receipt.

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Replacing discounts on an invoice 52

Replacing discounts on

an invoice

After you have executed a manual match, this procedure allows you to replace discounts on the invoice with those from the selected receipt. The procedure for executing a manual match is described in the previous section, Matching Summary.

1. Select a receipt from the Matching process results table.

2. From the Navigation bar, select Matching Discounts.3. Select Table > Replace Invoice Discounts.

4. At the prompt, click Yes.

5. Click OK.6. Select Table > Accept Match as Final.

Invoice Discounts \ Receipt Discounts

Seq. No. Used to preserve the sequence of discounts as entered, required to correctly determine the net cost to which a particular discount is to be applied.

Discount Type The kind of discount being offered.

Discount Applicability Group

Indicates which invoice charges apply to the discount in question.

Percent or Amount

Indicates whether the discount is expressed as a percentage or a lump amount. Percentage Amount.

Value (currency code)

The percent or amount discounted, in the vendor's currency.

Base Calculation on

Defines how the discount is applied. Options are: Gross cost Net Cost: (gross cost less all prior discounts where it is reflected in the

discount cost) Balance: (gross cost less all prior discounts) Only meaningful for

percent discounts.

Reflect Discount in Cost

When selected, indicates that the first discount calculated will reduce both net cost and balance. When not selected, the first discount calculated will reduce only balance. This affects the calculation of the second and subsequent discounts that are based on net cost.

Reflect in Net Cost

When selected, indicates that the discount amount is to be deducted from the cost of the items to which it applies. When not selected, the discount amount is accounted for separately.

Subject to Terms When selected, indicates that the discount in question may be lost if the invoice is not paid by the due date.

Discount Amount (currency code)

Actual discount amount in vendor currency.

Field Description

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53 Manual Matching

Replacing discounts on

a receipt

After you have executed a manual match, this procedure allows you to replace discounts on the selected receipt with those from the invoice. The procedure for executing a manual match is described in the previous section, Matching Summary.

1. Select a receipt from the Matching process results table.

2. From the Navigation bar, select Matching Discounts.3. Select Table > Generate Receipt Discount Cost Correction.

4. Click OK.

5. Select Table > Accept Match as Final.

Matching DetailsWhen item details have been entered for an invoice, you can match the individual line items on the invoice to line items on the receipt. After you select a receipt in the Match Summary screen, you can access its Item Detail Match screen by clicking Matching Details.

The Item Detail Match window is divided into two sections: The top portion displays invoice information and line items. The bottom portion displays receipt information and line items.

Field Description

Invoice number The invoice number selected.

PO PO number associated with the invoice.

Date The invoice creation date.

Vendor The vendor code associated with the invoice.

Location The location code associated with the invoice.

Match status The match status of the invoice.

Tolerance The tolerance amount defined in the invoice for the selected vendor.

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Matching Details 54

Match gross amount

The gross amount to be matched on the invoice.

Match cost discount

Calculated field. The cost discount amount to be matched on the invoice.

Match net amount Calculated field. The net amount to be matched on the invoice.

Invoice details

Type The type of information on the detail line of the invoice: Pack Code Style Code Vendor Style.

Code A code corresponding to the type on the invoice detail line. Identifies a specific item.

Description A descriptive label for the item identified on the detail line.

Color The color corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or a pseudo style.

Size The size corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Units Unmatched The number of unmatched units appearing on the invoice.

Gross Cost (currency code)

The gross cost per unit.

Net Cost (currency code)

The net cost per unit.

Receipt details

Receipt no. Receipt number to be matched to the invoice.

Detail Type The type of information on the detail line of the receipt: Pack Code Style Code Vendor Style.

Code A code corresponding to the type on the receipt detail line. Identifies a specific item.

Description A descriptive label for the item identified on the detail line.

Color The color corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Field Description

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55 Manual Matching

You can perform these actions in Item Detail Match:

Item Level Match: Match individual line items from multiple receipts to the invoice. Regular styles only; not permitted for pseudo styles.

Generate Debit/Credit Memo: Replace invoice details with receipt details, when invoice costs differ from PO costs. Issues a debit memo if invoice cost exceeds receipt cost and a credit memo if receipt cost exceeds invoice cost.

Generate Receipt Unit Adjustment: Replace receipt unit quantities with invoice unit quantities when there is a quantity discrepancy. Lets you track damaged and undamaged units separately. Regular styles only; not permitted for pseudo styles.

Generate Receipt Cost Adjustment: Replace receipt unit costs with invoice unit costs when there is a cost discrepancy. Regular styles only; not permitted for pseudo styles.

After making any necessary adjustments, you return to Matching Summary and choose the appropriate procedure to accept the match.

Item Level MatchWhen you use item level matching, you select line items from one or more receipts and match them to specific lines on the invoice. You also indicate how many units of each line item are to be included in the match.

The difference between receipt totals and invoice totals must remain within the vendor tolerance.

Item level match is not available when matching pseudo styles. Instead, you have this option:

Size The size corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units The number of unmatched units appearing on the receipt.

Unit Gross Cost The gross cost per unit.

Unit Net Cost The net cost per unit.

Receipt Gross Unmatched

Gross receipt amount that has not yet been matched to an invoice.

Receipt Net Unmatched

Net amount remaining on a receipt that has not yet been matched to an invoice.

Currency The code for the currency that the costs are reported in.

Vendor The vendor code associated with the receipt.

PO Number PO number associated with the receipt.

Location The location code associated with the receipt.

Receipt Date The receipt transaction date.

Receipt Match Status

The match status of the receipt.

Field Description

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Item Level Match 56

Perform a summary level partial match.

Field Description

Receipt No. The number of the receipt associated with the detail.

Detail Type The type of information on the detail line selected for matching. Pack Code Style Code Vendor Style.

Code A code corresponding to the type of information on the detail line selected. Identifies a specific item.

Description A description of the item on the detail line. Corresponds to the code entered.

Color The color corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Size The size corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units

The units to be matched to the invoice.

Unit Gross Cost The gross cost per unit.

Unit Net Cost The net cost per unit.

Currency The currency in which the costs are reported.

Receipt Total (currency code)

The gross and net total amounts on the receipt for the selected details.

Invoice Total (currency code)

The gross and net total amounts on the invoice for all details.

Variance The difference between the receipt totals for the selected details and the invoice total for all details.

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57 Manual Matching

Matching at the item

level

After you have executed a manual match, this procedure allows you to select line items from one or more receipts and match them to specific lines on the invoice. The procedure for executing a manual match is described in the previous section, Matching Summary.

1. Select one or more receipts from the Matching process results table.

2. From the Navigation bar, select Matching Details and determine which detail items should be matched.

3. From the Navigation bar, select Item Level Match.

4. Adjust the number of unmatched units in each detail line of the Item Level Match display to bring invoice and receipt details into balance.

5. Click OK.

Issue Debit / Credit MemoWhen item costs differ from those on the referenced PO, you can issue a debit or credit memo. Gross and net unit costs on the selected line of the invoice are replaced with those on the selected line of the receipt.

If invoice costs are higher than receipt costs, the system creates a debit memo. If invoice costs are lower than receipt costs, it creates a credit memo. This enters the amount of the adjustment into the system and creates an audit trail.

Field Description

Invoice details to be reversed

Type The type of information on the detail line: Pack Code Style Code Vendor Style.

Code A code corresponding to the type of information on the invoice detail line selected. Identifies a specific item.

Description A description of the item on the invoice detail line. Corresponds to the code entered.

Color The color corresponding to the style code or vendor style entered on the invoice detail line. Not available if you have entered a pack code or pseudo style.

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Issue Debit / Credit Memo 58

Size The size corresponding to the style code or vendor style entered on the invoice detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units The number of units to be debited or credited.

Gross Cost (currency code)

The gross cost per unit.

Net Cost (currency code)

The net cost per unit.

Debit memo total (currency code) Credit memo total (currency code)

System-maintained. The total net cost to be debited or credited. The label that displays depends on whether the selected detail lines will result in a debit or a credit.

Receipt details to be added

Receipt No. The number of the receipt to which the memo applies.

Detail Type The type of information on the receipt detail line:Pack CodeStyle CodeVendor Style.

Code A code corresponding to the type of information on the receipt detail line selected. Identifies a specific item.

Description A description of the item on the receipt detail line. Corresponds to the code entered.

Color The color corresponding to the style code or vendor style entered on the receipt detail line. Not available if you have entered a pack code or pseudo style.

Size The size corresponding to the style code or vendor style entered on the receipt detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units The number of units to be debited or credited.

Unit Gross Cost The gross cost per unit.

Unit Net Cost The net cost per unit.

Currency The code for the currency in which the costs are reported.

Vendor The vendor on the selected receipt detail.

PO Number The number of the PO with which the receipt is associated.

Location The location with which the receipt detail is associated.

Receipt Date The date of the receiving transaction for the detail.

Field Description

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59 Manual Matching

Generating a debit/credit

memo

After you have executed a manual match, this procedure lets you replace gross and net unit costs on the invoice with those on the receipt and issue a debit or credit memo. The procedure for executing a manual match is described in the previous section, Matching Summary.

Note: If Match on Taxes is active and sales tax is invalid, you can’t issue a debit/credit memo to adjust items on the invoice unless you first correct the tax.

1. Select a receipt line from the Matching process results table.2. From the Navigation bar, select Matching Details and determine which detail items

should be matched.

3. Select the receipt and invoice item lines for which you want to issue a debit/credit memo.

4. Select Table > Generate Debit/Credit Memo.

5. Click OK.6. Select Table > Accept Match as Final.

Generate Receipt Unit AdjustmentWhen the number of units on the invoice differs from the number of units on the receipt, you can adjust units on the receipt to match units on the invoice.

The Generate Receipt Unit Adjustment screen also displays the number of units recorded at the warehouse or distribution center as received in damaged condition, and allows you to add damaged units that were not included in the count.

Receipt unit adjustment is not available when matching pseudo styles. Instead, you have this option: Adjust the units on the corresponding PO receipt in Inventory Management; this forces

a change to the IMAT receipt and permits the match to proceed.

Field Description

Type The type of information on the detail line: Pack Code Style Code Vendor Style.

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Generating a receipt unit adjustment 60

Generating a receipt unit adjustment

After you have executed a manual match, this procedure allows you to adjust units on the receipt to match units on the invoice. The procedure for executing a manual match is described in the previous section, Matching Summary.1. Select a receipt from the Matching process results table.

2. From the Navigation bar, select Matching Details and determine which detail items should be matched.

3. Select the receipt and invoice item lines for which you want to issue a receipt unit adjustment.

4. Select Table > Generate Receipt Unit Adjustment and do the following: Make the necessary changes to New received Make the necessary changes to New damaged.

5. Click OK.

6. At the Adjustment was successful prompt, click OK.

Code A code corresponding to the type of information on the detail line selected. Identifies a specific item.

Description A description of the item on the detail line. Corresponds to the code entered.

Color The color corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Size The size corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units

Indicates the number of unmatched units, in good or damaged condition, received and available to be adjusted.

Received Units The number of units received in undamaged condition at the receiving location.

Damaged Units The number of units received in damaged condition at the receiving location.

Gross Cost (currency code)

The gross cost amount per unit.

Net Cost (currency code)

The net cost amount per unit.

Unmatched Units

Current received System-maintained. Indicates the number of units currently recorded as received.

New received The value to which received units should be adjusted.

Current damaged

System-maintained. Indicates the number of units currently recorded as damaged.

New damaged The value to which damaged units should be adjusted.

Field Description

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61 Manual Matching

7. If necessary, repeat steps 3-6.

8. Select Table > Accept Match as Final.

Generate Receipt Cost AdjustmentWhen the gross cost per unit on the invoice differs from the gross cost per unit on the receipt, you can adjust the amount on the receipt to match the amount on the invoice.

Receipt cost adjustment is not available when matching pseudo styles. Instead, you have this option: Adjust the cost on the corresponding PO receipt in Inventory Management; this forces

a change to the IMAT receipt and permits the match to proceed.

Field Description

Type The type of information on the detail line. Pack Code Style Code Vendor Style.

Code A code corresponding to the type of information on the detail line selected. Identifies a specific item.

Description A description of the item on the detail line. Corresponds to the code entered.

Color The color corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Size The size corresponding to the style code or vendor style entered on the detail line. Not available if you have entered a pack code or pseudo style.

Unmatched Units The number of units on the receipt that can't be matched to units on the invoice.

Gross Cost (currency code)

The gross cost amount per unit.

Net Cost (currency code)

The net cost amount per unit.

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Generating a receipt cost adjustment 62

Generating a receipt cost adjustment

After you have executed a manual match, this procedure allows you to adjust unit costs on the receipt to match unit costs on the invoice. The procedure for executing a manual match is described in the previous section, Matching Summary.1. Select a receipt from the Matching process results table.

2. From the Navigation bar, select Matching Details and determine which detail items should be matched.

3. Select the receipt and invoice item lines for which you want to issue a receipt unit adjustment.

4. Select Table > Generate Receipt Cost Adjustment and make the necessary changes to New gross cost.

5. Click OK.

6. At the Generate Receipt Cost Adjustment successful prompt, click OK.

7. Select Table > Accept Match as Final.

Current gross cost (currency code)

System-maintained. Indicates the gross cost amount per unit currently recorded.

New gross cost (currency code)

The value to which gross cost should be adjusted.

Field Description

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3 Automated Matching

This chapter describes the automated matching process.It explains how to set up a new matching process, select invoices and receipts to be matched, and execute the process.

Working with Automated MatchingAutomated matching is a quick method of reconciling the terms on one or multiple invoices with those on the receipts. Once an automated matching process has been defined, the system searches the database for matches. When a match is found, the results are posted and the matching status is updated.Automated matching matches the invoice to one or more receipts by first matching net total amounts from the invoice with those found on potential receipts (within the allowed tolerance); if there is no net amount on which to match, a match will be attempted against the gross total amounts.If automated matching fails to find a match for an invoice, you can use manual matching to make adjustments to the invoice or receipt, or to issue a debit or credit memo.

All the processes defined using automated matching can be viewed for reporting purposes. All results remain in the system for analysis and follow-up.

Matching Process worklistThe Matching Process worklist displays all matching processes that have been run, the type of matching performed as well as statuses for those processes.

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Matching Process Maintenance 64

Matching Process

Maintenance

This is where you set up a new matching process. Matching Process Maintenance is divided into two sections, a header and a details table.

In the header you enter the GL posting date and a description to enable the system to track this process. In the table you then identify specific invoices that you want to match to receipts.

Field Description

Process Number Automatically generated number based on date/time created (mmddyyyyhhmmss).

Description User-defined description of the process number.

Status The process status. Possible values include: Outstanding: The process has yet to be run Executing : The matching process is running Completed: The process has been run and a match status designated.

Matching Process

The matching method used for this process: Automated Matching Manual Matching.

User Name User requesting the automated matching process.

Invoice Quantity Number of invoices included in the process.

Start Date/Time A time and date record added to each affected invoice when the matching process starts.

End Date/Time A time and date record added to each affected invoice when the matching process ends.

Invoice Quantity Matched

Number of invoices matched for this process.

Field Description

Process number Auto-generated number based on date/time created (mmddyyyyhhmmss).

GL Posting Date Date that the process is to be posted to the general ledger.

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65 Automated Matching

Description User-defined description of the process.

User name The name of the user requesting the run.

Start date/time A time and date record added to each affected invoice when the matching process starts.

End date/time A time and date record added to each affected invoice when the matching process ends.

Status The status of the matching process: Outstanding: The process has yet to be run Executing: The process is running Completed: The process has been run and a match status designated.

Matching process

The matching method used for this process: Automated Matching Manual Matching.

Total invoices Number of invoices included in the process.

Total invoices matched

Number of invoices matched for this process.

Process Details

Invoice Number ID numbers of the invoices you want to include in the process run.

Vendor Code Vendor codes associated with the selected invoices.

Vendor The name associated with each vendor code.

Tax Valid If Match on Tax is active, this indicates whether sales tax calculated by the system corresponds to the amount of sales tax on the vendor's invoice.

Gross Amount Payable

The gross amount payable before taxes and discounts are applied for items on the receipt.

Match Cost Discount

Calculated field. The cost discount amount to be matched on the invoice.

Match Net Amount

Calculated field. The net amount from the invoice to be matched against.

Currency Code Identifies the vendor's currency if it differs from your home currency.

Match Flow The matching flow option used.

Matching Process Code

A code indicating the type of matching process being used.

Matching Process

The matching method used for this process.

Field Description

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Creating a new matching process 66

Creating a new

matching process

1. From the Navigation bar, select Matching Process.2. Select Document > New to open the Matching Process Maintenance screen.

3. At the prompt, click OK.

4. Select a GL Posting Date.

5. Enter a description of your matching process in the Description field.6. From the Table menu, do one of the following:

Select Query, set search criteria to retrieve one or more invoices for matching, and click OK.

Select Retrieve All.7. Save the process. Once the process has been saved, it is assigned a process number

and issued a status of Outstanding.

Executing a saved

process

1. From the Navigation bar, select Matching Process.

2. Select Table > Query and set search criteria to retrieve a list of processes already entered in the system.

3. Click OK.

4. Double-click the process you want to execute.

5. Select Table > Execute.6. At the prompt, click Yes.

Once you have executed the process, you are returned to the Matching Process Worklist, where your process is assigned Completed status. A completed matching process has a start and end date/time posted in the worklist. When a match has been accepted as final, the number of invoices listed in Invoice Quantity is the same as the number listed in Invoice Quantity Matched.Once the process has been saved, it will appear as follows in the Matching Process Worklist.

Matching Result Code

A code indicating the results of the matching process.

Matching Result The final outcome of the matching process run.

Autohandle Code

Identifies the last autohandle option applied to the invoice.

Autohandle The autohandle used when the process was run.

Exceptions Indicates whether an invoice meets criteria being used to match it to a receipt. If Exceptions is True, the match fails; if False, it succeeds.

Field Description

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4 Reports

This chapter provides information about how to view and print the reports in Invoice Matching.

Working with reportsReports are displayed in the Report Viewer.

To view a report

To display a report in the Report Viewer:1. From the main menu, click Reports.

2. In the Report Explorer, select the report to view.

3. In the Query Wizard, specify selection criteria (if applicable). See page 13 for a description on how to use the Query dialog to filter the data required for the report.

4. Click View Report.

To print a report

To print a report: Click the Print icon in the Report Viewer.

To schedule a report

Most reports can be scheduled to run at specific times, with or without selection criteria and delivered using a variety of options, such as email.

Note: Prior to scheduling a report, report scheduling must be enabled and configured as described in the Services Administration User Guide.

To schedule a report:1. In the Report Viewer, select a report.

2. If you want to create the scheduled report without selection criteria, proceed to the next step.To create the scheduled report with selection criteria, specify the criteria and then click View Report.

3. Click the Schedule icon and then select Schedule Report.4. Using the Basic, Valid Days and Delivery Options screens, schedule the report and the

delivery options.

5. Click Save Report. A confirmation message is displayed.

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To modify a scheduled report 68

To modify a scheduled

report

Scheduled report options may be modified as follows:

1. In the Report Viewer, select the report.2. Click the Schedule icon and then select Modify schedules for this report.

3. In the Schedules table, click the Edit option for the report to modify.

4. Make the changes and then click Save Schedule.

To delete a scheduled

report

Scheduled report options may be deleted as follows:

1. In the Report Viewer, select the report.2. Click the Schedule icon and then select Modify schedules for this report.

3. In the Schedules table, click the Delete option for the report to delete.

To navigatewithin the

reportviewer

After a report has been executed, you can find information using the following features: To move from page to page within a report, click the First Page, Previous Page, Next

Page, or Last Page icons in the Report Viewer menu. Use the Find menu option.

To change the size of the report

display

You can enlarge or reduce the size of the report display: Use the Zoom drop-down in the Report Viewer menu bar to select a zoom value.

To export a report to file

To export the report data to a file:

Select a format from the drop-down list and then click Export. The following formats are supported: XML, CSV, PDF, Excel, Word, MHTML and TIFF.

Automated Matching Error Log reportThe Automated Matching Error Log report displays a list of automated matching processes that could not be completed because of an error.For each process, the report provides an error message identifying the cause of the failure.

Field Description

Invoice Number The identification number of the invoice that couldn't be processed.

Vendor Code The code of the vendor whose invoice couldn't be processed.

Vendor Name The name of the vendor whose invoice couldn't be processed.

Process Number The ID number of the matching process that failed.

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69 Reports

GL Distribution Summary reportThe GL Distribution Summary report displays the GL account activity over the current GL period.

Historical Matching Summary reportThe Historical Matching Summary report displays the matching history by vendor, including the process used to match, the result code for the match and the automatic handling used for the match status.

Process Description

The description of the matching process that failed.

Process Start Date/Time

The creation date of the matching process that failed.

Error Message The type of error that caused the matching process to fail.

Field Description

Field Description

GL Period The current period for the given report.

GL Account Number The GL account referencing this period.

GL Account Description A description of the GL account number.

Debit The total amount debited from this account.

Credit The total amount credited to this account.

Period Totals The total amount debited or credited over the GL period.

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Invoice Matching Receipts report 70

Invoice Matching Receipts reportThe Invoice Matching Receipt report displays all receipt and matching information associated to a receipt and includes all adjustments to the receipt. Use this report to view all unmatched receipts.

Field Description

Vendor The vendor code and the name associated with it.

Invoice Invoice numbers associated with this vendor.

Process The ID number and description of the process used to match the invoice to a receipt.

Matching Result The type of match attempted and the result of the attempt.

Auto-handling The type of automatic handling provided, based on the matching result.

Date/Time The date and time that the match was attempted.

Field Description

Receipt Number The receipt number.

Vendor The vendor code and name.

Type The report type.

Date The date the receipt was created.

Location The location code and name.

Match Status The match status of the receipt.

PO Number The PO number. Blank if the receipt type is Unsolicited Receipt.

Original Amt The receipt’s original gross and net amounts in the home currency.

Trans. Amt The receipt’s gross and net transaction amounts in the home currency.

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71 Reports

Invoice Taxes reportThe Invoice Taxes report displays the amount of tax charged versus the amount of tax calculated on Invoices. This report can be run before attempting to match invoices to determine if any invoices have invalid tax. Total by vendor and grand totals are provided. The amount values are displayed in the invoice's (vendor) currency and home (domestic) currencies.

Matched Amt The receipt’s gross and net matched amounts in the home currency.

Trans. Type The type of receipt adjustment.

Trans. Date The date of the receipt adjustment.

Gross Trans. Amt

The adjustment amount in the home currency before any discounts.

Net Trans. Amt The adjustment amount in the home currency after any discounts.

Field Description

Field Description

Invoice Number The identification number of the invoice.

Invoice Date The date the invoice was created.

Employee The employee who created the invoice.

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Invoice Taxes report 72

Vendor The vendor code and name.

Entry Date The date and time the invoice was saved into the system.

Entry Mode The method used to enter the invoice.

Jurisdiction The vendor jurisdiction.

Release Date The date the invoice was released.

Invoice Currency

The vendor's currency.

Transaction Type

The invoice document type.

Match Status Matching status for this invoice.

Exchange Rate The exchange rate from the invoice header.

Match Date The date and time that the invoice was matched to one or more receipts.

Invoice Items Whether the invoice item details entered and whether they have been taken into account in the setting of subledger amounts.

Invoice Status Status of the invoice.

Tax Valid Indicates that the total tax amount calculated by the system matches the total tax amount entered on the invoice within a specified tolerance.

Gross Payable The Total Net dollar amount of the Invoice.

Calculated Total tax amount, in vendor's currency, calculated by the system for all tax types that affect the invoice.

Terms Discount The Terms Discount dollar amount of the Invoice.

Charged The Total Tax Charged dollar amount of the Invoice.

Net (Derived) The Final Net dollar amount of the Invoice.

GL Account Description

The GL account description.

GL Distribution Type

The value of the GL Distribution Type field of a GL Account. This will either be set to 1 or 7.

Tax Rate Code The Tax Rate code applied to the GL transaction type (if applicable).

Surtax The amount in the Surtax Type and Rate value.

Taxable Amount The net amount of the transaction on which tax can be applied on, expressed in the invoice currency and then the home currency.

Field Description

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73 Reports

Invoices reportThe Invoices report displays details pertaining to matching and invoice statuses, including gross and net cash amounts matched for both the vendor and the total report.

Tax Amount The tax amount of the transaction on which tax can be applied on, expressed in the invoice currency and then the home currency.

GL Distribution Type Total

The sum of Tax Amount for the GL distribution type expressed in the invoice currency and then the home currency.

Invoice Total The sum of Tax Amount for the invoice expressed in the invoice currency and then the home currency.

Tax Type Tax type for the transaction. For example, GST, HST, PST or VAT.

Net Amount Foreign

The net amount of the tax in the invoice currency.

Net Amount The net amount of the tax in the home currency.

GL Effect The GL effect value. Can be one of the following: No GL Effect, Debit or Credit.

Total ITC The sum of all net amount for all GL distribution type 3 (ITC), expressed in the invoice and home currencies.

Total Tax The total tax amount in the home currency.

Vendor Total Calculated—The sum of all the total tax amount calculated across all invoices for that vendor, in the home currency.Charged—The sum of all the total tax amount charged across all invoices for that vendor, in the home currency.

Grand Total Calculated—The sum of all the total tax amount calculated across all invoices for the report, in the home currency.Charged—The sum of all the total tax amount charged across all invoices for that report, in the home currency

Field Description

Field Description

Vendor The vendor code and name the invoice was created for.

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Invoices Matched report 74

Invoices Matched reportThe Invoices Matched report displays the details for all matched invoices over the current GL period.

Invoice NumberInvoice Date

The invoice number entered during invoice creation. The date the invoice was created.

Invoice StatusMatch StatusMatching Parameter

The status of the invoice.The matching status for the invoice.Parameters used for matching the invoice.

Currency The currency code associated to the amounts expressed for the particular row entry, in vendor’s and home currencies.

Exchange Rate The rate used to convert amounts from the vendor currency to the home currency value.

Tax Valid The check box value associated to the Tax Valid field in the invoice.

Tax Calculated The Total Tax Calculated dollar amount of the invoice, expressed in the vendor and home currencies.

Tax Charged The Total Tax Charged dollar amount of the invoice, expressed in the vendor and home currencies.

Gross Amount Payable

The Total Net dollar amount of the invoice, expressed in the vendor and home currencies. Note, this field maps to the Total Net on the invoice.

Net Amount The Final Net dollar amount of the invoice, expressed in the vendor and home currencies. Note. this field maps to the Final Net amount on the invoice.

Other Discount The Discount Amount found on the Discount Tab of the invoice, expressed in the vendor and home currencies.

Vendor Total The sum of all home currency amounts across the vendor in this report.

Report Total The sum of all the home currency amounts across all vendors and invoices in this report.

Field Description

Field Description

GL Period The GL period for the data being reported.

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75 Reports

Subledger Details reportThe Subledger Details report displays the GL account details over a specified period. You can view details for all vendor transactions involving the specified account for the period.

Vendor Code The vendor code.

Invoice Number Identification number for a matched invoice. Only invoices corresponding to the vendor code are displayed.

Merchandise Amount

Total cost of goods entered on this invoice. in the home currency.

Receipt Number Identification number for a matched receipt. Only receipts corresponding to the vendor code are displayed.

Tax Valid The check box value associated to the Tax Valid field in the invoice.

Matched Amount

Amount of this invoice matched to this receipt in the home currency.

Tolerance Tolerance allowable for matching to take place.

Vendor Total The sum of all the vendor's invoice amounts, per vendor code and GL period, in the home currency.

Merchandise Amount

Total amount of matched invoices for this vendor code.

Tolerance Total tolerance amount allowable for matching to take place for this vendor.

A/P Paid The amount paid by Accounts Payable to this vendor.

Report Total The grand total of all the vendor's invoice amounts, in the home currency.

Merchandise Amount

The sum of all the vendors' invoice merchandise amounts.

Tolerance The sum of all the vendors' invoice tolerance amounts.

A/P Paid The sum of all the vendors' invoice Accounts Payable paid amounts.

Field Description

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Unmatched Receipts Details by Location report 76

Unmatched Receipts Details by Location reportThe Unmatched Receipts Details by Location report displays unmatched receipt amounts by location. The purchase order and corresponding vendor information are displayed.

Field Description

GL Account Number

The GL Account Number value associated to the GL transaction.

GL Description A description of the GL account.

GL Period The period number for the requested GL account and its transactions.

Vendor Code The vendor code.

Vendor Name The vendor name.

Invoice Number

Invoices (and their adjustments) associated with the vendor.

Debit/Credit The net amount debited/credited from this account for the specified invoice and its adjustments, in home currency.

GL Account Total

Subtotal of all Credits and Debits for each GL Account for all the listed invoices and vendors, in home currency.

Total A running total at the bottom each report page reflecting the sum of all the Credit and Debit so far, in home currency.

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77 Reports

Unmatched Receipts Details by Vendor reportThe Unmatched Receipts Details by Vendor report displays unmatched receipt amounts by vendor. The purchase order and corresponding location information (the details) is displayed.

Field Description

Location Numeric identifier and name of the location.

Vendor The vendor code and name.

PO number All PO numbers falling within the date and location range for this vendor.

Terms The vendor terms set in the purchase order.

Receipt Number A unique number identifying the receipt associated with the PO.

Receipt Date The transaction date for the receipt.

Gross Cost The gross amounts payable on the receipt expressed in the home currency

Receipt Amount The gross amounts payable on the receipt.

Unmatched Amount

The gross net amounts still unmatched as of date entered.

Net Cost The net amounts payable on the receipt expressed in the home currency

Receipt Amount The net amounts payable on the receipt.

Unmatched Amount

The net amounts still unmatched as of date entered.

Location Total A subtotal of all amounts for each location for all the listed receipts, expressed in home currency.

Report Total Sum of amounts across all locations and vendors, expressed in home currency.

Field Description

Vendor The vendor code and name.

Location The location code and the name.

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Unmatched Receipts Summary by Location report 78

Unmatched Receipts Summary by Location reportThe Unmatched Receipts Summary by Location report displays unmatched receipt amounts by location. This is the same report as the Unmatched Receipts Details by Location report, but the details are suppressed.

PO number The purchase order number associated with this vendor.

Terms The vendor terms that apply to this receipt’s PO.

Receipt Number The number identifying the receipt associated with the purchase order number.

Receipt Date The transaction date for the purchase order.

Gross Cost The gross amounts payable on the receipt expressed in the home currency

Receipt Amount The gross amounts payable on the receipt.

Unmatched Amount

The gross net amounts still unmatched as of date entered.

Net Cost The net amounts payable on the receipt expressed in the home currency

Receipt Amount The net amounts payable on the receipt.

Unmatched Amount

The net amounts still unmatched as of date entered.

Vendor Total A subtotal of all amounts for each vendor for all the listed receipts, across all locations for that vendor, expressed in home currency.

Report Total Sum of amounts across all vendors and locations, expressed in home currency.

Field Description

Field Description

Location Code The location code that has receipts with unmatched amounts.

Location Name The location name.

Gross Cost The gross amounts payable on the receipt expressed in the home currency

Receipt Amount The gross amounts payable on the receipt.

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79 Reports

Unmatched Receipts Summary by Vendor reportThe Unmatched Receipts Summary by Vendor report displays unmatched receipt amounts by vendor. This is the same report as the Unmatched Receipts Details by Vendor report, but the details are suppressed.

Unmatched Amount

The gross net amounts still unmatched as of date entered.

Net Cost The net amounts payable on the receipt expressed in the home currency

Receipt Amount The net amounts payable on the receipt.

Unmatched Amount

The net amounts still unmatched as of date entered.

Report Total Sum of amounts across all locations, expressed in home currency.

Field Description

Field Description

Vendor Code The vendor code with receipts with unmatched amounts.

Vendor Name The vendor name.

Gross Cost The gross amounts payable on the receipt expressed in the home currency

Receipt Amount The gross amounts payable on the receipt.

Unmatched Amount

The gross net amounts still unmatched as of date entered.

Net Cost The net amounts payable on the receipt expressed in the home currency

Receipt Amount The net amounts payable on the receipt.

Unmatched Amount

The net amounts still unmatched as of date entered.

Report Total Sum of amounts across all vendors, expressed in home currency.

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Year to Date Purchase Journal report 80

Year to Date Purchase Journal reportThe Year to Date Purchase Journal report displays invoices created for the year to date, sorted by vendor. As well as providing key values from each invoice, it displays the vendor's accumulated total for each value.

Field Description

Vendor The vendor number and name associated with the invoice.

Invoice number A number identifying the invoice for which values are being displayed.

Entry DateInvoice DateDiscount DateDue Date

The entry, invoice, discount and due dates for this particular invoice.

GL Date The date on which the invoice was posted to the GL account.

Tax Valid The check box value associated to the Tax Valid field in the invoice.

Tax Amount Calculated—The Total Tax Calculated dollar amount of the invoice, in the home currency.Charged—The Total Tax Charged dollar amount of the invoice, in the home currency.

Discount Amount

Other—The Discount Amount dollar field in the Discounts tab of the invoice for Other Discounts, in the home currency.Cost—The Discount Amount dollar field in the Discounts tab of the invoice for Cost, in the home currency.

Amount Gross Payable—The Total Net dollar amount of the invoice, in the home currency.Terms Discount—The Terms Discount dollar amount of the invoice, in the home currency.Net Payable—The Final Net dollar amount of the invoice, in the home currency.

Vendor Total Tax calculated, tax charged, other discounts, cost discount, gross amount payable, terms discount amount and net amount payable for all invoices associated with the vendor.

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81 Reports

Number of Invoices

Number of invoices for the vendor.

Report Total The grand total for: number of invoices, tax calculated, tax charged, other discounts, cost discount, gross amount payable, terms discount amount, and net amount payable for all invoices on the report.

Field Description

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