Hi All,
I am trying to achieve the following but am having issues with invoice matching matching when I am expecting it to fail. My understanding of 2 way match was that match was done between PO line and invoice line for unit price and total line amount but this is not what I have experienced with the set-ups below.
1. Account Payables: Company policy for invoice matching is three-way matching, allowing for lower or higher than company policy. We have service items (with NS item model group) that have a item/vendor matching policy of 2-way matching. We have a Vendor Invoice approval workflow where discrepancies are routed for approval before automatic posting of invoice.
2. Procurement and sourcing: We have change management activated for Purchase Orders, so all POs have to go through an approval process. For PO with previously approved versions, any change that affect the total line amount on the PO will require re-approval.
3. I have a PO for a vendor and a service item configured for 2 way matching. These Service items are for maintenance performed by contractors, so quantity of hours on PO are estimates with actual quantity known only after service has been rendered.
4. Client wants to:
a. Post a Service receipt (even if 2-way matching) to record an AP accrual and allow decision makers to track commitment to original amount
b. If there is any discrepancy in quantity (eg received more than the ordered quantity), rather than changing the PO quantity (requiring re-approval after the fact), send invoice with line amount discrepancy for approval.
The issues I am facing are:
A. We want that invoice with a quantity difference to be approved by someone. With above set-ups, I cannot receive more of the service item than ordered with allowing over-delivery on the PO line. With over-delivery allowed, I can receive over the ordered quantity but the invoice is then matched against that Product Receipt, even if 2-way matched, so the invoice matching passes and can't find a way to flag that there is a quantity delta from what was originally approved on the PO line and that this invoice needs approval.
B. When I skip the Product Receipt (or service receipt) for these 2-way matching item, the invoice matching fails and Invoice can be directed for approval. However, I still need to add an over-delivery % on the PO line; without that over delivery value, an invoice for a quantity that exceeds the ordered quantity can be approved but will not post.
Are my expectations for 2-way matching incorrect (price and total amount, irrespective of quantity)?
Are there any set-ups that should be reviewed to make it work. I can share relevant screen shots to confirm the current configurations.
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