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<ManualTopic ID="/baanerp/tf/onlinemanual/000106" xml:lang="en">
	<Header>
		<Title xmlns:ssa="http://www.ssaglobal.com" xmlns:HTML="http://www.w3.org/TR/REC-html40">To match and approve purchase invoices</Title>
		<Keyword><Level1>Purchase invoice</Level1>
			<Level2>to match</Level2>
		</Keyword>
		<Keyword><Level1>Purchase invoice</Level1>
			<Level2>to approve</Level2>
		</Keyword>
	</Header>
	<GeneralSection><Paragraph>To match purchase invoices is one step in the purchase invoice procedure which is described in <Link href="/baanerp/tf/onlinemanual/000104" role="manual">To process purchase invoices</Link>.</Paragraph>
		<Paragraph>After the invoice is fully matched, you can approve the invoice.</Paragraph>
		<Note><SectionTitle>Note</SectionTitle>
			<Paragraph>In a multicompany structure, you can set up multicompany purchase invoice matching as described in <Link href="/baanerp/tf/onlinemanual/000435" role="manual">Multicompany purchase invoice matching</Link>.</Paragraph>
		</Note>
		<List><ListIntro>You can match <GUIRef href="/baanerp/tf/domains/acp.inv#purchase" role="enum">Invoice Related to Purchase Orders</GUIRef> to either:</ListIntro>
			<ListItem>Receipts of the ordered goods</ListItem>
			<ListItem>Purchase orders</ListItem>
		</List>
		<Paragraph>You can match <GUIRef href="/baanerp/tf/domains/acp.inv#freight" role="enum">Invoice Related to Freight Orders</GUIRef> to freight orders.</Paragraph>
		<List><ListIntro>You can process purchase invoices in two ways:</ListIntro>
			<ListItem>Process individual purchase invoices manually</ListItem>
			<ListItem>Match and approve ranges of purchase invoices in a background <Link href="/baanerp/tt/glossary/glossary#000025" role="glossary">job</Link>
			</ListItem>
		</List>
		<Paragraph>For the postings created during each step, refer to <Link href="/baanerp/tf/integrations/PurOrd" role="manual">Business process - Purchase Order</Link>.</Paragraph>
		<Note><SectionTitle>Note</SectionTitle>
			<Paragraph>A purchase invoice can be used either in the match to receipts procedure or in the match to orders procedure. For example, if during automatic matching you have partially matched a purchase invoice to receipts, you cannot manually match the remaining invoice amount with a purchase order line.</Paragraph>
			<Paragraph>In addition, purchase order lines can be used either in the match to receipts procedure or in the match to orders procedure. As a result, if you want to match a purchase invoice to multiple order lines, you must use the same matching procedure for all the order lines.</Paragraph>
			<Paragraph>To avoid problems, you can use the same matching procedure in all cases.</Paragraph>
			<Paragraph>If you use <Link href="/baanerp/tf/glossary/glossary#000475" role="glossary">payment agreements</Link>, SSA ERP can only match invoice lines with purchase order lines that have the same payment agreement. For details, refer to <Link href="/baanerp/tf/onlinemanual/000458" role="manual">To use payment agreements</Link>.</Paragraph>
		</Note>
		<List><ListIntro>You can match individual purchase invoices and freight invoices in two ways:</ListIntro>
			<ListItemHead>Automatically</ListItemHead>
			<ListItem>SSA ERP automatically matches registered purchase invoices with the specified purchase order, packing slip, or load or shipment. If the invoice can only be partially matched, you can manually match the remaining unassigned amount. Refer to <Link href="/baanerp/tf/onlinemanual/000106#match.automatic" role="manual">To match purchase invoices automatically</Link>.</ListItem>
			<ListItemHead>Manually</ListItemHead>
			<ListItem>You can manually match invoices if you do not know the related order number, packing slip, or load or shipment, or if you want to match the invoice with multiple orders. Refer to <Link href="/baanerp/tf/onlinemanual/000106#match.manual" role="manual">To match purchase invoices manually</Link>.</ListItem>
		</List>
		<GeneralSection ID="match.automatic"><SectionTitle>To match purchase invoices automatically</SectionTitle>
			<Paragraph>To match purchase invoices automatically, in the <GUIRef href="/baanerp/tf/acp/tfacp0100s000" role="session">ACP Parameters (tfacp0100s000)</GUIRef> session, select the <GUIRef href="/baanerp/tf/acp/tfacp0100s000#tfacp000.autm" role="formfield">Automatic Matching</GUIRef> check box. You must select a matching method, which can be <GUIRef href="/baanerp/tf/domains/acp.match#receipt" role="enum">Match to Purchase Receipt</GUIRef> or <GUIRef href="/baanerp/tf/domains/acp.match#order" role="enum">Match to Purchase Order</GUIRef>.</Paragraph>
			<Paragraph>If you set up automatic matching, SSA ERP automatically tries to match purchase invoices that you register in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session. You must select the purchase order or a <Link href="/baanerp/wh/glossary/glossary#000359" role="glossary">packing slip</Link> with which the invoice can be matched.</Paragraph>
			<Paragraph>If SSA ERP cannot match the invoices automatically, for example, because the purchase invoice refers to multiple purchase orders, you must manually match the invoice as described in <Link href="/baanerp/tf/onlinemanual/000106#match.manual" role="manual">To match purchase invoices manually</Link>.</Paragraph>
			<Paragraph>SSA ERP matches the purchase invoice with the unmatched quantities of the receipt or the purchase order, depending on the selected automatic matching method.</Paragraph>
			<Paragraph>SSA ERP calculates the total amount of the matched quantities and the difference with the entered invoice amount in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000#rem.amount" role="formfield">Amount Unassigned</GUIRef> field. If no difference exists or the difference falls within the tolerances, the invoice is successfully matched. The difference is posted to the Price Difference account of the financial business partner group.</Paragraph>
			<Paragraph>If the price difference exceeds the tolerance, it must be authorized in the <GUIRef href="/baanerp/tf/acp/tfacp1142m000" role="session">Approve Price Differences (tfacp1142m000)</GUIRef> session before you can approve the invoice.</Paragraph>
			<List><ListIntro>You can specify the tolerances for automatic matching in the following sessions:</ListIntro>
				<ListItem><GUIRef href="/baanerp/tf/acp/tfacp0107m000" role="session">Automatic Matching Tolerances by Invoice-from BP (tfacp0107m000)</GUIRef>
				</ListItem>
				<ListItem><GUIRef href="/baanerp/tf/acp/tfacp0100s000" role="session">ACP Parameters (tfacp0100s000)</GUIRef> default tolerances used for all business partners</ListItem>
			</List>
			<Paragraph>If the invoice is partially matched and more goods covered by the invoice are received at a later time, you can manually complete the matching and approval of the invoice in the <GUIRef href="/baanerp/tf/acp/tfacp2107s000" role="session">Match/Approve Purchase Invoices (tfacp2107s000)</GUIRef> session.</Paragraph>
			<Paragraph>If the invoice is fully matched, you can approve the invoice as described in <Link href="/baanerp/tf/onlinemanual/000106#approve" role="manual">To approve purchase invoices</Link>.</Paragraph>
		</GeneralSection>
		<GeneralSection ID="match.manual"><SectionTitle>To match purchase invoices manually</SectionTitle>
			<Paragraph>You can match purchase invoices immediately when you register them, or you can register the purchase invoices when they arrive and match and approve them at a later stage.</Paragraph>
			<ProcedureList ID="match.register"><ListTitle>To match purchase invoices at registration</ListTitle>
				<ListIntro>To match purchase invoices immediately at registration, take the following steps:</ListIntro>
				<ListItem>In the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session, on the <GUIRef href="" role="menu">Specific</GUIRef> menu, point to <GUIRef href="/baanerp/tf/acp/tfacp1110s000#match.with" role="formcommand">Match with</GUIRef> and then click <GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.4" role="formcommand">Receipt</GUIRef>, <GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.0" role="formcommand">Order</GUIRef>, or for an invoice related to freight orders, click <GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.6" role="formcommand">Freight Order</GUIRef>. <List><ListIntro>The corresponding session starts, which is one of the following:</ListIntro>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2544m000" role="session">Match Purchase Receipt Lines (tfacp2544m000)</GUIRef>
						</ListItem>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2541m000" role="session">Match Purchase Order Lines (tfacp2541m000)</GUIRef>
						</ListItem>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2546m000" role="session">Match with Loads/Shipments/Clusters (tfacp2546m000)</GUIRef>
						</ListItem>
					</List>
				</ListItem>
				<ListItem><List><ListIntro>Use the commands on the <GUIRef href="" role="menu">Specific</GUIRef> menu to perform various types of matching in the corresponding sessions. Depending on the type of matching and the type of invoice, you can match the invoice with specific lines and enter the amount or quantity to be matched, in one of the following sessions:</ListIntro>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2150s000" role="session">Match Invoice to Order Line (tfacp2150s000)</GUIRef>
						</ListItem>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2151s000" role="session">Match Invoices to Purchase Receipt Line (tfacp2151s000)</GUIRef>
						</ListItem>
						<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2546m000" role="session">Match with Loads/Shipments/Clusters (tfacp2546m000)</GUIRef>
						</ListItem>
					</List>
				</ListItem>
				<ListItem><Paragraph>You match parts of the invoice amount using different commands. However, you must match an <GUIRef href="/baanerp/tf/domains/acp.inv#purchase" role="enum">Invoice Related to Purchase Orders</GUIRef> either to orders or to receipts. You cannot partially match the invoice to orders and partially to receipts.</Paragraph>
					<Paragraph>When you have matched or partially matched the invoice, SSA ERP adjusts the amounts recorded in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session and sets the invoice status to <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="enum">Matched</GUIRef>. If the value of the <GUIRef href="/baanerp/tf/acp/tfacp1110s000#rem.amount" role="formfield">Amount Unassigned</GUIRef> field is zero or within the tolerances, the invoice is fully matched.</Paragraph>
				</ListItem>
			</ProcedureList>
			<Paragraph>If the invoice is fully matched, you can approve the invoice. Refer to <Link href="/baanerp/tf/onlinemanual/000106#approve" role="manual">To approve purchase invoices</Link>
			</Paragraph>
			<ProcedureList><ListTitle>To match individual registered purchase invoices</ListTitle>
				<ListIntro>To match and approve <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef> invoices at a later stage, complete the following steps:</ListIntro>
				<ListItem>Start the <GUIRef href="/baanerp/tf/acp/tfacp2507m000" role="session">Match/Approve Purchase Invoices (tfacp2507m000)</GUIRef> session and double-click the invoice you want to match. The <GUIRef href="/baanerp/tf/acp/tfacp2107s000" role="session">Match/Approve Purchase Invoices (tfacp2107s000)</GUIRef> details session starts.</ListItem>
				<ListItem>In the <GUIRef href="/baanerp/tf/acp/tfacp2107s000" role="session">Match/Approve Purchase Invoices (tfacp2107s000)</GUIRef> session, you can enter or change such invoice details as the blocking code and the related order. on the <GUIRef href="" role="menu">Specific</GUIRef> menu, click <GUIRef href="/baanerp/tf/acp/tfacp2107s000#exec.user.0" role="formcommand">Match Order</GUIRef>
					<GUIRef href="/baanerp/tf/acp/tfacp2107s000#exec.user.4" role="formcommand">Match Receipt</GUIRef> or <GUIRef href="/baanerp/tf/acp/tfacp2107s000#exec.user.5" role="formcommand">Match Freight Orders</GUIRef>. The corresponding session starts in the same way as described in Step one of the <Link href="/baanerp/tf/onlinemanual/000106#match.register" role="manual">To match purchase invoices at registration</Link> procedure. Continue as described in Step two of <Link href="/baanerp/tf/onlinemanual/000106#match.register" role="manual">To match purchase invoices at registration</Link>.</ListItem>
			</ProcedureList>
		</GeneralSection>
		<GeneralSection ID="match.job"><SectionTitle>To match and approve purchase invoices in a job</SectionTitle>
			<ProcedureList><ListTitle>To match a range of registered purchase invoices</ListTitle>
				<ListIntro>To match and approve a range of <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef> invoices in a background job, complete the following steps:</ListIntro>
				<ListItem>Start the <GUIRef href="/baanerp/tf/acp/tfacp2280m000" role="session">Match/Approve Purchase Invoices by Range (tfacp2280m000)</GUIRef> session. <List><ListIntro>Enter the following details:</ListIntro>
						<ListItem>The range of invoices to be processed</ListItem>
						<ListItem>The process to be executed, which can be <GUIRef href="/baanerp/tf/acp/tfacp2280m000#matched" role="formfield">Match Invoices</GUIRef>, <GUIRef href="/baanerp/tf/acp/tfacp2280m000#approved" role="formfield">Approve Invoices</GUIRef>, or both.</ListItem>
						<ListItem>The transaction date and the financial periods to which the resulting transactions must be posted.</ListItem>
						<ListItem>Whether you want to print a complete transaction log.</ListItem>
					</List>
				</ListItem>
				<ListItem>Add the session to a batch job.</ListItem>
				<ListItem>When the job is completed, view the errors that occurred as described in <Link href="/baanerp/tf/onlinemanual/000106#display.errors" role="manual">To display the error log</Link>. After solving the errors you can repeat this procedure or you can match and approve the unmatched invoices manually.</ListItem>
			</ProcedureList>
		</GeneralSection>
		<GeneralSection ID="approve"><SectionTitle>To approve purchase invoices</SectionTitle>
			<Paragraph>If the unassigned amount of an invoice is zero or within the tolerances, the invoice is fully matched and you can approve the invoice.</Paragraph>
			<List><ListIntro>To approve the invoice, select the invoice and on the <GUIRef href="" role="menu">Specific</GUIRef> menu, click <GUIRef href="" role="manual">Approve</GUIRef> in one of the following sessions:</ListIntro>
				<ListItem>The <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session</ListItem>
				<ListItem>The <GUIRef href="/baanerp/tf/acp/tfacp2107s000" role="session">Match/Approve Purchase Invoices (tfacp2107s000)</GUIRef> session</ListItem>
			</List>
			<Paragraph>When the invoice is approved successfully, the invoice receives the status <GUIRef href="/baanerp/tf/domains/acp.stap#approved" role="enum">Approved</GUIRef>. If the invoice is blocked, SSA ERP asks, after the approval, if the <Link href="/baanerp/tf/glossary/glossary#BlockiCode.tf" role="glossary">blocking code</Link> can be removed.</Paragraph>
			<List><ListIntro>When you try to approve an invoice, SSA ERP checks if there is any difference between the order amount and the invoice amount. Before you can complete the approval, you must process the differences:</ListIntro>
				<ListItem><Link href="/baanerp/tf/glossary/glossary#000025" role="glossary">Booking variances</Link> are, for example, freight costs that were not included in the order. To create a booking variance transaction, click <GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.1" role="formcommand">Add Costs</GUIRef> on the in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session. The <GUIRef href="/baanerp/tf/acp/tfacp1133s000" role="session">Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000)</GUIRef> is started, with which you can create a transaction for these additional costs.</ListItem>
				<ListItem>The remaining difference is then regarded as a <Link href="/baanerp/tf/glossary/glossary#000024" role="glossary">price difference</Link>.</ListItem>
			</List>
			<Paragraph>Tolerance margins for price differences are defined by user (employee) in the <GUIRef href="/baanerp/tf/acp/tfacp0150m000" role="session">Price Difference Tolerances (tfacp0150m000)</GUIRef> session. Before you can approve the invoice, an authorized employee must approve any price differences that exceed the tolerance margins by using the <GUIRef href="/baanerp/tf/acp/tfacp1142m000" role="session">Approve Price Differences (tfacp1142m000)</GUIRef> session.</Paragraph>
			<Paragraph>After approval, SSA ERP creates several entries in the general ledger. The latest <Link href="/baanerp/tp/glossary/glossary#000010" role="glossary">purchase price</Link> and the average purchase price for the matched receipt lines or the matched order lines are updated in for the ordered item in the <GUIRef href="/baanerp/td/ipu/tdipu0101m000" role="session">Item - Purchase (tdipu0101m000)</GUIRef> session.</Paragraph>
			<ProcedureList><ListIntro>If you do not want to update the item's purchase price, take the following steps:</ListIntro>
				<ListItem>Select the order line record in the <GUIRef href="/baanerp/tf/acp/tfacp2541m000" role="session">Match Purchase Order Lines (tfacp2541m000)</GUIRef> session.</ListItem>
				<ListItem>Choose <GUIRef href="" role="manual">Match Invoice to Order Line</GUIRef> on the <GUIRef href="" role="menu">Specific</GUIRef> menu. The <GUIRef href="/baanerp/tf/acp/tfacp2150s000" role="session">Match Invoice to Order Line (tfacp2150s000)</GUIRef> session is started.</ListItem>
				<ListItem>Clear the <GUIRef href="/baanerp/tf/acp/tfacp2150s000#tfacp250.pric" role="formfield">Update Average/Last Purch. Price</GUIRef> check box. The item's purchase price data is not updated. When the last invoice that concerns the receipt line is received, you can select the <GUIRef href="/baanerp/tf/acp/tfacp2150s000#tfacp250.pric" role="formfield">Update Average/Last Purch. Price</GUIRef> check box. The item data is updated and price differences are calculated.</ListItem>
			</ProcedureList>
		</GeneralSection>
	</GeneralSection>
	<GeneralSection ID="display.errors"><SectionTitle>To display the error log</SectionTitle>
		<Paragraph>To display the error messages that result from the matching and approval process, start the <GUIRef href="/baanerp/tf/acp/tfacp2580m000" role="session">Error Log (tfacp2580m000)</GUIRef> session. If you first select an invoice in the <GUIRef href="/baanerp/tf/acp/tfacp2507m000" role="session">Match/Approve Purchase Invoices (tfacp2507m000)</GUIRef> session, SSA ERP only displays the error messages related to the selected invoice.</Paragraph>
		<List><ListIntro>The error log contains all the error messages that result from matching and approval in the following sessions:</ListIntro>
			<ListItem><List><ListIntro><GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> if you use the following commands on the <GUIRef href="" role="menu">Specific</GUIRef> menu:</ListIntro>
					<ListItem><GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.2" role="formcommand">Approve</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/tf/acp/tfacp1110s000#exec.user.3" role="formcommand">Unapprove</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/tf/acp/tfacp1110s000#match.with" role="formcommand">Match with</GUIRef>
					</ListItem>
				</List>
			</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2280m000" role="session">Match/Approve Purchase Invoices by Range (tfacp2280m000)</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/acp/tfacp2107s000" role="session">Match/Approve Purchase Invoices (tfacp2107s000)</GUIRef>
			</ListItem>
		</List>
	</GeneralSection>
	<GeneralSection ID="display.errors"><Paragraph>The error log only contains error messages. SSA ERP prints the confirmation messages of the <GUIRef href="/baanerp/tf/acp/tfacp2280m000" role="session">Match/Approve Purchase Invoices by Range (tfacp2280m000)</GUIRef> session, for example, about successfully matched invoices, on a process report.</Paragraph>
		<Paragraph>The error log contains only errors that are not yet resolved. If you run the <GUIRef href="/baanerp/tf/acp/tfacp2280m000" role="session">Match/Approve Purchase Invoices by Range (tfacp2280m000)</GUIRef> session, for the transactions within the specified range SSA ERP adds new error messages and deletes the resolved errors from the error log.</Paragraph>
		<Paragraph>You can use the <GUIRef href="/baanerp/tf/acp/tfacp2280m001" role="session">Delete Error Log (tfacp2280m001)</GUIRef> session to manually delete messages from the error log. You only need to delete the error messages that SSA ERP cannot remove automatically. For example, you can use the <GUIRef href="/baanerp/tf/acp/tfacp2280m001" role="session">Delete Error Log (tfacp2280m001)</GUIRef> session to delete error messages that result from the unsuccessful unapproval of an invoice.</Paragraph>
	</GeneralSection>
	<GeneralSection><SectionTitle>Note</SectionTitle>
		<List><ListIntro>The following processes automatically delete error messages from the error log:</ListIntro>
			<ListItem>If you resolve errors and then repeat the matching an approval, SSA ERP deletes the resolved error messages.</ListItem>
			<ListItem>If you archive and/or delete purchase invoices, SSA ERP archives and/or deletes the related error messages.</ListItem>
		</List>
	</GeneralSection>
	<RelatedTopics><SectionTitle>Related topics</SectionTitle>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000104" role="manual">To process purchase invoices</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000434" role="manual">The automatic payment process</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000458" role="manual">To use payment agreements</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000435" role="manual">Multicompany purchase invoice matching</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000011" role="manual">To define tolerated price differences</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000101" role="manual">To block purchase invoices</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/integrations/PurOrd" role="manual">Business process - Purchase Order</Link>
		</RelTopic>
	</RelatedTopics>
</ManualTopic>
