Matching to a Purchase Order
PO Matching: Match Distributions Using Form
The ‘PO Matching’ form can also be used to download an individual or multiple purchase orders, which have either a receipt or purchase order match type. Invoice header information must be entered into the Wizard first, as the PO Matching form requires the supplier details to enable it to perform its search function.
Position the cursor on the row that you wish to enter PO Matching information (below row 10). Click on the ‘PO Matching’ button and then select ‘Match Distributions Using Form’.
The ‘PO Matching’ form will display:
The following table describes the purpose of each field and how to enter the information to search for purchase orders that you wish to match to your invoice.
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Field Name
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Description
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Supplier Name
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Defaults from the invoice header information.
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Supplier Num
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Defaults from the invoice header information.
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Current Distributions
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The total of distribution amounts in the worksheet for the selected invoice.
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Selected Amount
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The amount in the ‘Selected Matches’ section of the PO Matching form.
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Total Distributions
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The amount in the ‘Selected Matches’ section and the total of the distribution amounts in the worksheet for the selected invoice.
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Invoice Amount
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The amount in the ‘Invoice Total’ field in the invoice header section of the worksheet.
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Include Receipt Number
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By ticking this box it will include the Receipt Number in the results in the search.
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Match Type
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This is the only mandatory field in the PO Matching form. ‘Receipt’ and ‘Purchase Order’ are the only options available for selection from the LOV.
Select either Receipt or Purchase Order. Click on the ‘Search’ button.
This will populate the Available Purchase Orders section. Alternatively refine your search further by selecting the PO Number, Release, Line or Shipment fields or use the PO or Receipt Criteria tabs.
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PO Num
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Click on the search  button. This will populate the drop-down list. Use the drop-down list to select the correct PO Number.
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Release
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Click on the search button. This will populate the drop-down list. Use the drop-down list to select the correct Release.
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Line
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Click on the search button. This will populate the drop-down list. Use the drop-down list to select the correct Line number.
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Shipment
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Click on the search button. This will populate the drop-down list. Use the drop-down list to select the correct Shipment number.
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PO Criteria
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Provide further fields to refine search of Purchase Order with a PO Match type.
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Receipt Criteria
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Provide further fields to refine search of Purchase Order with a Receipt Match type.
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Once the search criteria has been entered into the relevant field(s), click on the ‘Search’ button 
The Purchase Orders that meet the criteria will be listed in the ‘Available Purchase Orders’ section.
Highlight the relevant purchase orders (you can use Ctrl Shift to select multiple) and use the arrow button to move them across to the ‘Selected Matches’ section.
To remove selected purchase orders, highlight and click on the ‘Remove’ button.
To edit the Match Quantity, highlight and click on the ‘Edit’ button.
PO Matching Helper Form
Alternatively there is another form to help the user match invoice lines to a purchase order – ‘Purchase Order Matching Helper form’. This doesn’t perform any downloading tasks like the previous form, but it can match purchase order information faster without much human intervention.
During the validation process AP invoice Wizard will determine if there is already enough PO matching data already in the sheet and if so, it will pass validation. If there is missing information the Wizard will present a matching form, similar to the Payables Workbench form to assist with allocating PO information to the existing invoice lines on the sheet.
The form is Profile controlled so a user can decide whether to use this form or disable it from popping up if it’s not their preference. Profile Option ‘More4Apps: PIW Enable PO Matching Helper Form’ must be set to ‘Yes’ to use this form.
Note – When this profile is set to ‘Yes’, the caching is turned on and can impact the validation performance, causing it to be slower.
The form has a header information section, this is to show the user what row they are on at any one time plus added information like the Invoice Number and Line Amount. As lines are matched and the cursor moves down the rows, this value will reflect the row number changes.
If there is only one line on the invoice and one line on the PO, the form won’t pop, the Wizard will just handle it.
If there isn’t sufficient information, the form will pop open and stay open until all lines are matched unless the user clicks on ‘Abort’ or ‘Distribute’.
‘Abort’ closes the form. It will however keep any line information matched in the sheet before the ‘Abort’ button was clicked.
‘Distribute’ opens up the Invoice Distributions form and will allow the user to enter General Ledger code combinations or Project information instead of Purchase Order information.
You can also choose to match to a Distribution line in the Purchase Order. To do this click on the Distribute Flexfield and it will pop open the Match Distributions form.
Note:
• The form has no way of recognizing the balance left on the Purchase Order so will not warn the user of an overbill.
• Unit Price is read only – however it does update if you change Match Amount as part of the calculation.
• If you receive this error message: ‘No open lines found for this PO number’, it could mean one of two things:
i. If the Shipment Match Option is ‘Receipt’ – the PO line(s) haven’t been receipted.
ii. If the Shipment Match Option is ‘Purchase Order’ – the PO line(s) have all been matched or PO is Finally Closed.
Click on ‘Download’ and all records that are in the ‘Selected Matches’ section will be populated into the worksheet. A Microsoft excel message will display to acknowledge the number of purchase orders downloaded.
Refer to section:
