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The automatic generation of invoices built into Two-Way Match processing provides an alternative to manually entering invoices. Purchase orders marked with two-way match have invoice records automatically generated when an item is received. With this process, the supplier does not send you an invoice. Posting of the receipt against a purchase order triggers automatic generation of invoice records, leading to payment processing.
Your system administrator is responsible for updating setup options for Invoice Matching. The administrator chooses an invoice status code to be applied when TabWare generates two-way match invoices. In addition, only sites using an automatic voucher numbering option can use the two-way match process, since the receiver will not be able to enter a voucher number at the time of receipt.
The Terms tab on the Supplier Notebook contains a checkbox to indicate that the supplier qualifies for two-way match processing.
The following is a typical scenario showing how the two-way match process works:
A buyer creates a purchase order. On the Terms tab of the Purchase Order Notebook, the Two-Way Match checkbox automatically displays the setting retrieved from the Supplier Notebook. The buyer can accept the default setting or change it. In this example, the buyer chooses to have the purchase order covered by two-way match processing.
The supplier delivers the goods or services ordered. Using the Purchase Order Receipts window, a TabWare user records receipt of items shown on the purchase order.
TabWare generates an invoice header, plus one detail record for each item received. Setup Options dictate the numbering scheme for the voucher number generated (only sites using an automatic voucher numbering option can use the two-way match process). The bill of lading number, captured from the receipt, drives the generation of invoice numbers. The program looks to Setup Options to determine what status code to assign. During the receipt process, posting of a negative quantity received creates the invoice as a credit memo.
Invoices cannot be entered to the Invoice Notebook for purchase orders marked Two-Way Match. The generated invoices can be viewed from the Invoice Notebook and can be updated. A checkbox on the first tab of the Invoice Notebook identifies a generated two-way match invoice.
Three-Way Match processing connects a purchase order, purchase order receipt, and related invoice. The typical sequence of events in the business cycle is:
Purchasing issues a purchase order and sends it to the supplier.
Stores receives the material from the supplier.
Accounting uses Invoice Matching to record the supplier’s invoice, charging for the materials delivered. Both the quantity invoiced and item cost invoiced agree with the purchase order and the purchase order receipt recorded by Stores.