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Set up Accounts payable invoice matching [AX 2012]

Updated: February 4, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use the following procedures to set up invoice matching for Accounts payable. For more information, and for examples, see About Accounts payable invoice matching.

NoteNote

Other forms of invoice validation can be completed by using vendor invoice policies.

Before you begin, make sure that the Invoice matching configuration key is selected. If your legal entity tracks expenses, such as freight, by using charges, make sure that the Charges configuration key is selected.

  1. Switch to the legal entity that you are setting up invoice matching for.

  2. Click Accounts payable > Setup > Accounts payable parameters.

  3. Click Invoice validation, and then select the Enable invoice matching validation check box.

  4. In the Post invoice with discrepancies field, select whether approval is required before an invoice that contains discrepancies for invoice matching can be posted.

  5. Optional: To match actual invoice totals with expected totals, based on information on the purchase order, select the Match invoice totals check box.

    1. In the Display invoice totals match icon field, select whether an icon is displayed if a discrepancy for invoice matching exceeds the tolerance. You can select to display the icon when a positive discrepancy exceeds the tolerance, or when either a positive or a negative discrepancy exceeds the tolerance.

      For example, the tolerance is 5 percent, and the total invoice amount on the purchase order is 100.00. Therefore, a price match icon is displayed if the total invoice amount on the invoice exceeds 105.00. If you select If greater than or less than tolerance, the icon is also displayed if the invoice amount is less than 95.00.

    2. In the Invoice totals tolerance percentage field, enter the maximum percentage variance that is acceptable.

      For information about how to override the invoice totals tolerance percentage for a specific vendor, see Define invoice totals matching tolerances for vendors.

  6. Optional: To match price or price and quantity information for line items on invoices, follow these steps:

    1. In the Line matching policy field, select a value to be used as the default policy for the legal entity that you are working with.

    2. To allow a different level of matching to be applied for an item, vendor, vendor and item combination, or purchase order line, select a value in the Allow matching policy override field.

      For information about how to override the legal entity line matching policy for a specific vendor, item, or vendor and item combination, see Matching policy (form). For information about how to override the legal entity line matching policy for a specific purchase order, see Purchase order (form).

    3. In the Display unit price match icon field, select when an icon is displayed if a discrepancy for invoice matching exceeds the tolerance for the net unit price. The icon can be displayed when a positive discrepancy exceeds the tolerance, or when either a positive or a negative discrepancy exceeds the tolerance.

      For example, the tolerance is 5 percent, and the unit price on the purchase order is 10.00. Therefore, a price match icon is displayed if the net unit price on the invoice exceeds 10.50. If you select If greater than or less than tolerance, the icon is also displayed if the net unit price on the invoice is less than 9.50.

  7. Optional: To match price totals for line items on invoices, select a value in the Match price totals field.

    1. Enter the price totals tolerance percentage, amount, or percentage and amount.

    2. In the Display price total match icon field, select when an icon is displayed if a discrepancy for invoice matching exceeds the tolerance. The icon can be displayed when a positive discrepancy exceeds the tolerance, or when either a positive or a negative discrepancy exceeds the tolerance.

      For example, the tolerance is 5 percent, and the line price total on the purchase order is 10.00. Therefore, a price match icon is displayed if the line price total on the invoice exceeds 10.50. If you select If greater than or less than tolerance, the icon is also displayed if the line price total on the invoice is less than 9.50.

  8. Optional: To match actual charges with expected charges, based on information on the purchase order, select the Match charges check box.

    1. In the Display charges match icon field, select when an icon is displayed if a discrepancy for invoice matching exceeds the tolerance. The icon can be displayed when a positive discrepancy exceeds the tolerance, or when either a positive or a negative discrepancy exceeds the tolerance.

      For example, the tolerance is 5 percent, and the expected charge, based on the purchase order, is 10.00. Therefore, a charges match icon is displayed if the actual charge exceeds 10.50. If you select If greater than or less than tolerance, the icon is also displayed if the charge is less than 9.50.

    2. In the Charges tolerance percentage field, enter the maximum percentage variance that is acceptable.

      For information about how to override this percentage for a specific charges code, see Define matching tolerances for charges codes.

Price discrepancies between the price of an item on a packing slip and the price on a corresponding invoice can affect the recorded inventory cost of the item. To help make sure that inventory costs are recorded correctly, you can require that packing slip information be posted before invoice information can be posted.

  1. Click Inventory management > Setup > Inventory > Item model groups.

  2. Select an item model group.

  3. On the Setup FastTab, select the Receiving requirements check box.

  4. Select the Deduction requirements check box.

  5. Repeat steps 2 through 4 for each item model group to use invoice matching for.

If you use a line matching policy of Two-way matching or Three-way matching, complete this procedure.

You can set up information about price tolerances for all items in your legal entity, for item price tolerance groups, or for individual items. To set up item price tolerances by group, you must first create item price tolerance groups. You can then assign each item to the appropriate group. For example, you can set up three item price tolerance groups: High, Medium, and Low.

  1. Click Inventory management > Setup > Price/discount > Item price tolerance groups.

  2. Click New to create an item price tolerance group.

  3. Enter an identifier and a name for the item price tolerance group.

  4. Repeat steps 2 and 3 for each item price tolerance group.

  5. Click Product information management > Common > Released products.

  6. Select an item. On the Action Pane, click Edit.

  7. Click Grid View at the bottom of the form or press CTRL+SHIFT+G to view all items, and then select an item in the list.

  8. On the Purchase FastTab, select an item price tolerance group.

  9. Repeat steps 7 and 8 for each item.

If you use a line matching policy of Two-way matching or Three-way matching, complete this procedure.

You can set up information about price tolerances for all vendors in your legal entity, for vendor price tolerance groups, or for individual vendors. To set up vendor price tolerances by group, you must first create vendor price tolerance groups. You can then assign each vendor to the appropriate group. For example, you can set up two vendor price tolerance groups: 10 percent and 5 percent.

  1. Click Accounts payable > Setup > Vendors > Vendor price tolerance groups.

  2. Click New to create a vendor price tolerance group.

  3. Enter an identifier and a name for the vendor price tolerance group.

  4. Repeat steps 2 and 3 for each vendor price tolerance group.

  5. Click Accounts payable > Common > Vendors > All vendors.

  6. Select a vendor account. On the Action Pane, click Edit.

  7. On the Invoice and delivery FastTab, select a vendor price tolerance group.

  8. Repeat steps 6 and 7 for each vendor.

If you use a line matching policy of Two-way matching or Three-way matching, complete this procedure.

You can set up price tolerance percentages for your legal entity, items, and vendors. When vendor invoices are compared with the information on purchase orders, the applicable price tolerance percentage is searched for. The following table shows the search order.

Item code

Account code

Table

Table

Table

Group

Table

All

Group

Table

Group

Group

Group

All

All

Table

All

Group

All

All

The default legal entity price tolerance is 0 percent, and this price tolerance is applied to all items and all accounts (All, All). You cannot delete the record for the default legal entity price tolerance.

For example, you can set up the following records for price tolerance percentage.

Item code

Item relation

Account code

Account relation

Price tolerance percentage

Notes

All

All

1%

This percentage applies to all items and all vendors, unless one of the other scenarios applies. This is the legal entity price tolerance percentage.

Table

Battery

All

1%

This percentage applies to the Battery item from all vendors.

Group

Low

All

2%

This percentage applies to all items that are assigned to the Low item price tolerance group, and to All vendors.

Group

Medium

All

6%

Group

High

All

15%

All

Group

5 percent

5%

All

Group

10 percent

10%

This percentage applies to vendors who are assigned to the 10 percent group, and to All items.

  1. Click Accounts payable > Setup > Invoice matching > Price tolerances.

  2. Click New to create a price tolerance percentage.

  3. Enter information about the item and vendor combination that the price tolerance applies to, and the price tolerance percentage.

    NoteNote

    By default, negative price discrepancies are allowed. However, you cannot enter a negative number as the price tolerance percentage. To track negative price tolerance percentages, select If greater than or less than tolerance in the Display unit price match icon field in the Accounts payable parameters form. Then enter price tolerance percentages in the Price tolerances form.

  4. Repeat steps 2 and 3 for each price tolerance percentage.


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