Reviewing XML Invoices From Your Vendors

An XML trading partner might send an XML invoice after they ship an order to you. When you receive the XML invoice, the system does the following:

• Translates the XML document according to the settings in the inbound invoice transaction map for the trading partner.

• Adds the document to the Remote Invoice Review Queue.

• Creates a payable and attempts to match the invoice to a purchase order if the purchase order number is valid and the invoice number is not a duplicate.

• Does not create a payable if the vendor account number attached to the invoice is not assigned to a vendor. Instead, it sets the invoice match level to N for no match and leaves the AP# field in the Remote Invoice Review Queue blank.

The system tries to match the items on the XML invoice to a received generation on the purchase order by looking at the total number of line items, quantities for matching line items, and the total dollar amount.

• Sets the match level for the invoice and determines whether the payable status is approved depending on the results of the matching, the system.

  Matching Results	Level in Queue	Payable Approved?
  The system finds an exact match and the terms codes on the invoice and purchase order also match.	P	Y
  The system cannot find a received generation on the purchase order. The system might report no match for any of the following reasons: The XML invoice contains an invalid purchase order number. The XML invoice number is a duplicate in the system. The XML invoice arrives before items from the purchase order have been received into the system. The account number attached to the XML invoice is not assigned to a trading partner profile.	N	N
  The system finds an exact item match but the terms codes on the invoice and purchase order do not match.	T	N
  The items and quantities have an exact match. You receive this match level even if not all line items match. For example, there are two line items on a purchase order and only one on the inbound XML invoice. However, the line item on the inbound invoice has an exact match for the item and the quantity ordered. This scenario results in a G match level.	G	N
  The accounting period for the payable or purchase order is closed.	C	N
  The invoice contains a freight amount, but the purchase order is flagged as freight allowed.	F	N
  The purchase order is in the process of being received or in process by another user, and the system cannot reconcile it until it is completely received into the system.	I	N
  The system finds a purchase order that some items match, but not all.	S	N

   

   

• Archives the incoming XML document in Remote Archive Maintenance.

Use the invoice listed in the Remote Invoice Review Queue to review the invoice totals and research unsuccessful invoice matches.

To display the Remote Invoice Review Queue:

1. From the System > Custom menu, select Remote Review Queues and select Invoice Queue to display the Selection Criteria screen.

2. In the Start Date field and End Date field, enter the first and last dates in the range for which to display invoices.

For example, to see all the invoices that you received from April 1, 2004 to April 15, 2004, enter 04/01/04 in the Start Date field and 04/15/04 in the End Date field.

3. Enter additional selection criteria and press Esc to populate the Remote Invoice Review Queue.

   Criteria	Description
   Remote Type	The type of remote transaction you want to view, for example XML or EDI. Note: The current release supports only XML invoices in the Remote Invoice Review Queue.
   User ID	The user ID to display only XML invoices assigned to the user to review. This field defaults to your user ID. To review invoices assigned to all users, leave this field blank.
   Branch	The branch to which the items invoiced are being or were shipped. To review invoices for all branches, leave this field blank.
   Vendor	The vendor who shipped the items. To review invoices from all your vendors, leave this field blank.
   PO#	The purchase order number to search for a specific invoice reconciled to a PO.
   AP#	The accounts payable number to search for a specific invoice.
   Invoice #	The invoice number to search for a specific invoice.
   Invoice Type	The type to of invoice you want to view, such as directs or purchase orders. To view all invoice types, select ALL.

    

The summary information for each invoice displays.

Note: To refine or change your search, use the Select hot key and enter new search criteria.

To research unsuccessful invoice matches:

1. Display the Remote Invoice Review Queue.

2. Use any of the following hot keys to research unsuccessful matches:

More Options When Reviewing XML Invoices From Vendors

The following are additional options you can use when reviewing XML invoices in the Remote Invoice Review Queue:

See Also:

Reviewing XML Invoices From Your Vendors

Remote Archive Maintenance Overview

Creating XML Transaction Maps

Sending and Receiving Vendor Transactions Using XML