AP Transaction Maintenance

Overview
Resolving Exceptions
- Invoice Clearance
- Further Matching

Overview

Transaction Maintenance lets you perform maintenance on transactions after entering them into the system. Using this option you can:

Action	Description
Amend a Transaction	Amending a transaction changes the header level information. You can amend transactions if the status is Logged, Accepted, Paid (fully or partially) or Recurring Payment. You cannot change the total amount of the transaction or the transaction detail lines. If you want to change detail line level information, you must cancel the transaction and re-enter the information using data entry.
Amend Payment Analysis Codes	Amending the payment analysis codes changes the code on the transaction lines. The system uses payment analysis codes for reporting, for example 1099 reporting. You cannot change codes for recurring payments or paid transactions, including partially paid and you cannot add codes for suppliers who are not set up for payment analysis processing.
Cancel Transactions	Cancelling a transaction voids the transaction. The system subtracts the transaction from the supplier's balance and reverses any postings made to GL. You cannot cancel paid transactions, including partially paid payments or recurring payments. You must void the cheque first.
Transfer Transactions between Supplier Accounts	The transaction transfer option lets you select either full or partial transaction details to transfer between suppliers.
Suspend or Release Transactions	You can suspend or release a transaction from payment processing. Using the Suspend/Release option you can suspend full or partial amounts of the transaction and release them later for payment. You can release transactions automatically or manually.
Set up Recurring Payments	The recurring payments option lets you divide the payment amount into smaller portions and set up payment increments. You can specify the payment interval, occurrence and start date.
Resolve Exceptions	During purchase order matching an exception occurs if the system discovers a discrepancy. You can resolve exceptions by performing invoice clearance which lets you clear price and miscellaneous charge exceptions. Further matching, a system batch process, clears quantity exceptions.

Resolving Exceptions

If the system discovers a discrepancy during purchase order matching of order line receipts to invoice lines, an exception occurs. There are three types of exceptions that can occur based on the supplier, purchase order document code and company setup parameters:

Item	Description
Miscellaneous charges	Miscellaneous charges are additional charges on the invoice that are not detailed on the purchase order, such as handling charges. You can resolve miscellaneous charges by performing invoice clearance.
Unit price charges	Price exceptions occur when the unit price on the invoice line differs from the order line price. You can resolve price exceptions by performing invoice clearance.
Quantity discrepancies	Quantity exceptions occur when either of the following occurs: The invoice quantity is greater than the received quantity of the order line. Or the credit note quantity is greater than the return quantity of the order line. The difference between the receipt/return quantity and the invoice/credit note quantity is called the outstanding quantity. You can resolve quantity exceptions by running the further matching batch process, GR4. Refer to Periodic Payment Processing for more information on submitting processes. Price and quantity exceptions can occur at the same time. e5 AP holds the invoice from payment until the following actions occur: An authorised user resolves the price exception through invoice clearance. The system resolves the quantity exception through the further matching batch process, GR4.

An invoice has a status of held until all exceptions are cleared.

When price exceptions exist for an order, the system cannot perform further matching until the exception is cleared.

Notification of the Invoice / Order mismatches are routed via a BEM message to the Order line buyer by default for resolution. Settings on AP Company Controls also allow more flexible options in terms of both Message notification, and Message content for the Business Event messages generated.

Invoice Clearance

You can resolve price and miscellaneous charge exceptions using the Invoice Clearance screen MGDV. Clearing the exception requires you to enter an agreed upon price or simply indicate that the full price will be the agreed upon price. The invoice is released for payment when all held detail lines have an agreed price, unless there are outstanding quantity exceptions. The GL postings are for the original invoice price. If the agreed price is less than the original invoice price, the system generates a debit note for the difference. Miscellaneous charges can only have an agreed upon full price or be cancelled.

You can also resolve invoices held for quantity exceptions. Depending on decisions entered by the user, receipts and or returns will be created as appropriate to release the invoice. Note that if a document is held for price clearance, those queries must be resolved prior to any quantity discrepancies.

Where entered agreed quantities are less than the Invoice quantity an AP Debit note will automatically be created for the difference.

Where entered agreed quantities are less than the Received quantity a PM return for credit will automatically be created for the difference.

Where the agreed quantity is greater than the received quantity a receipt for the difference will automatically be created for the difference.

Further Matching

The further matching batch process, GR4, resolves quantity exceptions. No online clearance option exists for resolving invoices with a quantity exception. The batch process matches held invoices to either receipts or credit memos, to release the held documents. The following describes the consecutive steps of the further matching batch process.

First, the further matching process evaluates each quantity-held invoice line seeking outstanding credit note lines that are linked to the same purchase order line. If the total quantity for all of the selected credit notes is equal to the outstanding invoice quantity, the system matches the credit note to the invoice, releasing the invoice and all of the credit notes for payment processing. One credit note can release several invoices that have a total mismatch quantity equal to the credit note.

Next, for each quantity-held invoice, the process selects all receipts relating to the same purchase order line as the invoice line. Based on Goods Receipt Further Matching Option on the Invoice/Order Match format of the Accounts Payable Company Controls screen MGAB, one of the following actions occur:

If Goods Receipt Further Matching Option is Specific, the system only matches receipts to the invoice that are equal to or less than the unmatched quantity. For example, a PO exists for 10 units of Item A; there is a receipt in the system for two units and an invoice comes in for five units. The system holds the invoice until three additional units are received. If two more receipts are entered, the first for a quantity of two units and another for a quantity of four units, the system matches the first receipt to the awaiting invoice. The invoice is still awaiting a receipt quantity of one unit of Item A.
If Goods Receipt Further Matching Option is Pro-rata, the system matches any open receipts to the invoice. In the example above, the system also selects the receipt for four units of Item A and clears the invoice exception. The system would leave the receipt for four units as a partially matched receipt line, with a quantity of three units unmatched.

When transactions are cleared through further matching, the system removes the Q status from the corresponding detail lines. If the system does not hold the transaction for a price mismatch, the system releases the transaction. Once AP transactions are matched, these transaction documents reference each other.

NOTE The menu path shown is the default for the system. Your company may have customised menu options, so the path shown may not be accurate. Please contact your system administrator for details.