Invoice matching details (form) [AX 2012]

Updated: March 28, 2011

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

Click Accounts payable > Common > Vendor invoices > Pending vendor invoices. Double-click an invoice. On the Action Pane, click the Review tab, and then click Matching details.

–or–

Click Accounts payable > Periodic > Maintain vendor invoices. On the Action Pane, click From purchase order. Specify a query, and then click OK. Select an invoice and then click Edit. On the Action Pane, click the Review tab, and then click Matching details.

–or–

Click Procurement and sourcing > Common > Purchase orders > All purchase orders. Select a confirmed purchase order. On the Action Pane, click the Invoice tab, and then click Invoice. On the Action Pane, click the Review tab, and then click Matching details.

–or–

Click Accounts payable > Common > Vendors > All vendors. Select a vendor account. On the Action Pane, click the Invoice tab, and then click Pending vendor invoice. Select an invoice, and then click Matching details.

–or–

Click Accounts payable > Inquiries > History > Invoice history and matching details. Select an invoice, and then click Matching details.

–or–

Click Procurement and sourcing > Inquiries > Journals > Product receipt. On the Lines tab, click Unposted invoices. Select an invoice, and then click Matching details.

Use this form to view, correct, and approve Accounts payable price and quantity matching discrepancies for posting. You can also view whether there are matching discrepancies for invoice totals and charges.

If the Show all lines (filter may apply) option is selected, the form displays all invoice lines for the invoice that is selected in the Vendor invoice form. If a filter was applied in the Vendor invoice form, that filter applies to the invoice lines in this form, also.

A check mark for amounts or percentages between the Invoice and Purchase order columns indicates that the amounts or percentages match. A warning icon indicates that there is a discrepancy between the amounts or percentages on the invoice compared with the expected amounts or percentages from the purchase order.

Invoice lines that are not for a purchase order are listed first in the form. Net unit price matching and price totals matching do not apply to these lines, because the lines are not associated with purchase order lines. If your legal entity uses invoice totals matching, the value of the line is typically included in the calculations for that type of matching. However, if no lines on the invoice are for purchase order lines, the value of the lines is not included. If your legal entity uses charges matching, charges for invoice lines that are not for a purchase order are not included in the matching calculation.

If the invoice was processed through workflow, invoice matching calculations might have already been performed. You can use this form to view the results of these calculations.

NoteNote

This form is available only if the Enable invoice matching validation field in the Accounts payable parameters form is selected. If you open the form from the Vendor invoice form, Unposted matched invoices - invoice: %1, %2 form, or History on update form, you cannot modify the information in this form.

The following tables provide descriptions for the controls in this form.

Button

Description

Policy violations

Open a form where you can review policy violations that are associated with this invoice.

Inventory

Open a menu with the following item:

  • Dimensions display – Open the Dimensions display form, where you can select the inventory dimension fields to display in the Invoice matching details form. For more information, see Dimensions display (form).

Total product receipts matched  button

Open the Match product receipts to invoice form, where you can match product receipts to the invoice. For more information, see Match product receipts to invoice (form).

Invoice amount  button

Open the Invoice totals matching details form, where you can view the differences between the expected invoice totals and the actual invoice totals.

A warning icon is displayed next to this button if an invoice totals matching discrepancy exists. A check mark is displayed if the variances between the expected invoice totals and the actual invoice totals are within the tolerance for invoice totals matching. No icon is displayed if all the invoice lines are not associated with purchase orders.

This button is available only if the Match invoice totals field in the Accounts payable parameters form is selected.

Compared charges  button

Open the Compare charges values - Invoice: %1 form, where you can view the differences between the charges on the purchase order and on the invoice.

A warning icon is displayed next to this button if a charges matching discrepancy exists. A check mark is displayed if the variances between the expected charges and the actual charges are within the tolerances for charges matching.

This button is available only if the Match charges check box is selected in the Accounts payable parameters form.

Field

Description

Match variance

If a check mark is displayed, the variance is within allowable tolerances for all the kinds of invoice matching that apply to the invoice line.

  • Two-way, price totals invoice matching – The variance between the cumulative invoice price total and the purchase order price total must be within allowable tolerances for lines on the invoice.

  • Three-way, price totals invoice matching – The variance between the cumulative invoice price total and the purchase order price total must be within allowable tolerances for lines on the invoice. Also, the invoice quantity and the product receipt quantity must be equal for all lines on the invoice.

  • Two-way, net unit price invoice matching – The variance between the invoice net unit price and the purchase order net unit price must be within allowable tolerances for lines on the invoice.

  • Three-way, net unit price invoice matching – The variance between the invoice net unit price and the purchase order net unit price must be within allowable tolerances for lines on the invoice. Also, the invoice quantity and the product receipt quantity must be equal for all lines on the invoice.

A warning icon is displayed if there is a matching discrepancy; that is, if the price variance exceeds the allowable tolerance, or if the invoice quantity and product receipt quantity are different.

This field is blank if Not required is selected in the Line matching policy field in the Accounts payable parameters form, or if the invoice line is not for a purchase order line.

Line number

The line number of the order line. The line number identifies the position of the order line in the list of order lines.

Item number

The identifier of the item on the invoice line.

Procurement category

The procurement category that is associated with the item, if an item is specified. If an item is not specified, the combination of the procurement category and the associated text is the identifier for the line.

Text

A description of the category that is associated with the item, if an item is specified. If an item is not specified, the combination of the procurement category and the associated text is the identifier for the line.

Line matching policy

The type of invoice matching that applies to the invoice line.

  • Not required – No price or quantity matching is performed.

  • Two-way matching – Match the price information on the purchase order to the price information on the invoice.

  • Three-way matching – Match the price information on the purchase order to the price information on the invoice. Also match the quantity information on the selected product receipt to the quantity information on the invoice.

Quantity

The quantity that is invoiced, in purchase units.

Invoice unit price

The actual purchase price per price unit that is associated with the invoice.

PO unit price

The expected purchase price per price unit that is associated with the purchase order.

If the line is not for a purchase order line, this field is blank.

Invoice net amount

The actual net invoice line amount. This includes discounts.

Expected net amount

The expected net line amount for the purchase order.

If the line is not for a purchase order line, this field is blank.

Price variance

The difference between the purchase order net unit price and the invoice net unit price for the invoice line quantity.

If the line is not for a purchase order line, this field is blank.

Unmatched purchase price total

The difference between the purchase order price total and the cumulative invoice price total for the invoice line, in the currency of the transaction. Typically, the unmatched purchase price total includes the invoice line that you are working with plus any posted and on-hold invoices for the same purchase order line.

This field is not displayed if None is selected in the Match price totals field in the Accounts payable parameters form.

Unit price variance percentage

The percentage variance between the invoice net unit price and the purchase order net unit price.

If the line is not for a purchase order line, this field is blank.

Unit price tolerance percentage

The percentage variance that is acceptable between the invoice net unit price and the purchase order net unit price. A matching discrepancy exists if the unit price variance percentage exceeds this percentage.

If the line is not for a purchase order line, this field is blank.

Unmatched purchase price total percentage

The percentage variance between the invoice price total and the purchase order price total. The unmatched purchase price total percentage includes the invoice line that you are working with plus any posted and pending invoices for the same purchase order line.

NoteNote

A positive percentage indicates that you will pay more than expected. A negative percentage indicates that you will pay less than expected.

If the value in the Expected net amount field is negative, the unmatched purchase price total percentage is the expected net amount minus the total of the net amount of the invoice that you are working with, plus the net amount of posted and pending invoices for the purchase order line, divided by the expected net amount. The result is multiplied by 100.

If the value in the Expected net amount field is positive, the unmatched purchase price total percentage is the expected net amount plus the total of the net amount of the invoice that you are working with, plus the net amount of posted and pending invoices for the purchase order line, minus the expected net amount, divided by the expected net amount. The result is multiplied by 100.

If the expected net amount for the purchase order is zero and the invoice price total is a negative value, -999,999,999.99% is displayed.

If the expected net amount for the purchase order is zero and the invoice price total is a positive value, 999,999,999.99% is displayed.

This field is not displayed if None or Amount is selected in the Match price totals field in the Accounts payable parameters form.

Purchase price total tolerance percent

The percentage variance that is acceptable between the invoice price total and the purchase order price total. A matching discrepancy exists if the unmatched purchase price total percentage exceeds this percentage.

This field is not displayed if None or Amount is selected in the Match price totals field in the Accounts payable parameters form.

Unmatched purchase price total in accounting currency

The amount of the variance between the cumulative invoice price total and the purchase order price total, in the accounting currency. The invoice price total includes the invoice line that you are working with plus any posted and pending invoices for the same purchase order.

The calculation to the accounting currency uses the exchange rate for the invoice that you are currently working with for the invoice price total. The exchange rate for the purchase order is used for the purchase order price total. The calculation uses the exchange rate as of the date that the purchase order line was created.

This field is not displayed if None or Percentage is selected in the Match price totals field in the Accounts payable parameters form.

Purchase price total tolerance

The amount of variance that is acceptable between the invoice price total and the purchase order price total. A matching discrepancy exists if the unmatched purchase price total in accounting currency amount exceeds this percentage.

This field is not displayed if None or Percentage is selected in the Match price totals field in the Accounts payable parameters form.

(Purchase order)

Purchase order

The purchase order identifier for the line that is selected in the upper pane of the form.

If the line is not for a purchase order line, this field is blank.

(Invoice)

Unit price

View or change the purchase price per unit for the selected invoice line.

(Purchase order)

Unit price

The expected purchase price per unit for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

(Invoice)

Price unit

View or change the number of units that the quantity applies to for the selected invoice line.

(Purchase order)

Price unit

The expected number of units that the quantity applies to for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

(Invoice)

Charges on purchases

View or change the fixed charges for the selected invoice line.

(Purchase order)

Charges on purchases

The expected fixed charges for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

(Invoice)

Discount

View or change the line discount, as an amount per price unit, for the selected invoice line.

This field is available only if the Price/discount configuration key is selected.

(Purchase order)

Discount

The expected line discount, as an amount per price unit, for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

This field is available only if the Price/discount configuration key is selected.

(Invoice)

Discount percent

View or change the line discount percentage for the selected invoice line.

This field is available only if the Price/discount configuration key is selected.

(Purchase order)

Discount percent

The expected line discount percentage for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

This field is available only if the Price/discount configuration key is selected.

(Invoice)

Multiline discount

View or change the multiline discount, per price unit, for the selected invoice line.

This field is available only if the Price/discount configuration key is selected.

(Purchase order)

Multiline discount

The expected multiline discount, per price unit, for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

This field is available only if the Price/discount configuration key is selected.

(Invoice)

Multiline discount percentage

View or change the multiline discount percentage for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

This field is available only if the Price/discount configuration key is selected.

(Purchase order)

Multiline discount percentage

The expected multiline discount percentage for the selected invoice line.

This field is available only if the Price/discount configuration key is selected.

(Invoice)

Net amount

View or change the line amount, including discounts, for the selected invoice line.

(Purchase order)

Net amount

The expected line amount, including discounts, for the selected invoice line.

If the line is not for a purchase order line, this field is blank.

(Invoice)

Net unit price

The net unit price for the selected invoice line. The net unit price is the net amount for the line divided by the quantity for the line. This price is compared with the net unit price for the purchase order to determine whether a matching discrepancy exists.

This field displays two decimal places past the unit price decimal setting. For example, if the unit price shows two decimal places, 0.12, this field shows four decimal places, 0.1234. Standard Microsoft Dynamics AX rounding rules apply. For example, 0.12345 is rounded up to 0.1235 and 0.12344 is rounded down to 0.1234.

(Purchase order)

Net unit price

The expected net unit price for the selected invoice line. The net unit price is the net amount for the line divided by the purchase order quantity for the line. This price is compared with the net unit price for the invoice to determine whether a matching discrepancy exists.

This field displays two decimal places past the unit price decimal setting. For example, if the unit price shows two decimal places, 0.12, this field shows four decimal places, 0.1234. Standard Microsoft Dynamics AX rounding rules apply. For example, 0.12345 is rounded up to 0.1235 and 0.12344 is rounded down to 0.1234.

If the line is not for a purchase order line, this field is blank.

(Purchase order)

Unmatched purchase order total

The net amount of the purchase order line, minus the sum of all posted invoice amounts and pending invoice amounts for the purchase order line.

A warning icon is displayed next to this field if the unmatched price total amount or percentage for the selected line exceeds allowable tolerances.

Invoice quantity

The quantity that is invoiced for the selected invoice line, in purchase units.

Total product receipts matched

The product receipt quantity that is matched to the invoice line, in purchase units.

NoteNote

To view or change the product receipt line that is matched to the invoice line, click the button.

Receiving requirements

If this check box is selected, item receipts must be physically updated before they can be financially updated. A product receipt must be entered and posted before the corresponding vendor invoice can be posted. If the received quantity on the product receipt differs from the invoiced quantity on the invoice, an icon is shown in the Product receipt quantity match column in the Vendor invoice form. For more information, see Set up Accounts payable invoice matching.

This field is available only when this form is opened from the Vendor invoice form.

Deduction requirements

If this check box is selected, item deductions must be physically updated before they can be financially updated. A product receipt must be entered and posted before the corresponding vendor invoice can be posted. If the deducted quantity on the product receipt differs from the negative invoiced quantity on the invoice, an icon is shown in the Product receipt quantity match column in the Vendor invoice form. For more information, see Set up Accounts payable invoice matching.

This field is available only when this form is opened from the Vendor invoice form.

Balance

The transaction balance, in the currency that is associated with the selected invoice.

Total discount

The total discount amount for the selected invoice.

Charges

The total charges amount for the selected invoice.

Sales tax

The sales tax amount for the selected invoice.

Round-off

The round-off amount for the selected invoice.

Invoice amount

The total invoice amount, in the currency that is associated with the selected invoice.

Total price variance amount

The total of the line price variance amounts for the selected invoice.

Compared charges

The total value of the charges codes that have the Compare purchase order and invoice values check box selected in the Charges code form, for the selected invoice line.

NoteNote

To view the differences between the charges on the purchase order and the charges on the invoice, click the button.

This field is available only if the Match charges check box is selected in the Accounts payable parameters form.

Approve posting with matching discrepancies

Select this check box to approve the selected invoice for posting, even though price or quantity matching discrepancies or policy violations exist.

If this check box is selected, the expected prices, expected totals, and expected charges for an invoice are saved. If this check box is subsequently cleared, the saved expected amounts are discarded. To view expected amounts for invoices, open the Invoice history and matching details form and then click Matching details.

This field is available only if Require approval is selected in the Post invoice with discrepancies field in the Accounts payable parameters form, and if matching discrepancies or policy violations exist for the selected invoice line.

Approver

The identifier of the user who selected the Approve posting with matching discrepancies check box, and the date and time when it was selected.

Comment

If the Approve posting with matching discrepancies check box is selected, you can enter a comment regarding the approval of posting with matching discrepancies or policy violations.


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