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Match an invoice with goods-in-transit

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In this task we will book the invoiced amount for goods, that have not yet arrived, on a pre-defined goods-in-transit account. We assume that the invoice includes three purchase orders and each order includes one item.

Prerequisites
The XGIT pseudo account must exist in the Pseudo account file. A voucher type which includes the APGT routine from the Routine table must exist.

Before you start the matching routine make sure that purchase orders and final A/P invoices have been created.

First item

  1. Select the Enter financial transactions menu item.
  2. On the Financial system transaction entry panel, enter a voucher type which includes the APGT routine and complete other applicable fields and click OK. For further instructions and field descriptions, see Open a new batch.
  3. You remain on the same panel, which is now updated, showing only the routines that are valid for the selected voucher type. Select the A/P invoices (Final) routine and click OK.
  4. You access A/P invoice/credit note entry. Enter the necessary invoice information and complete the following field:
    5. Invoice matching
    Set this field to YES.

    Click OK.

  5. You access VAT amounts/default accounts entry. See step 4 in Enter an A/P invoice with VAT on G/L level for instructions and field descriptions. Click OK.
  6. You access A/P invoice matching, Select goods reception transactions. Follow steps 3-5 in Match a final invoice with the following exception:

    7. Click Update.

  7. You access G/L postings entry for A/P documents. Click GIT account to automatically retrieve a goods-in-transit account that the residual unmatched amounts can be booked on. Click OK. The GIT account is now updated and you may close the batch. For more information about closing your entries, see About starting/closing manual transaction entry.

    8. Second item

    The second item has now been received and needs to be matched.

  8. Select the Enter financial transactions menu item and enter a voucher type including the APGT routine and then select the A/P goods-in-transit routine.
  9. You access Work with A/P goods-in-transit, Select final invoices. On this panel you can view the previously stored GIT amount for the invoice. Select the document and click Match to continue matching the second item.
  10. You access A/P invoice matching, Select goods reception transactions. In the header of this panel, the following fields apply:
    11. Prev matched amount
    This is the amount that was previously matched on the preliminary invoice.
    Remain unmatched amt
    This is the amount that is going to be matched for the remaining purchase order.

    These two amounts are updated with each matching, and automatically reduce the remaining amount.

    Selection

    You can enter one or a combination of the fields on this panel to display a selection of order lines to match.

    Supplier
    This field is defaulted, but can be changed.

    Note: If you select a supplier number together with any other parameter on this panel, then the purchase order lines that correspond to the entered selection criteria will be automatically selected for matching. Click OK.

  11. You access A/P invoice matching.

    Click OK to confirm the matching. Note: If no other selection criteria besides supplier number was made on the previous panel, then you first have to select the next order line that you want to match. The entire remaining quantity on the line will be matched and no differences will be posted. Then, click Update to update the invoice.

  12. Continue with step 7 above and then close the batch.

    13. Third item

    The third and last item was never received. In the following steps, we will re-account the goods-in-transit amount to an appropriate cost account.

  13. Select the Enter financial transactions menu item and enter a voucher type including the APGT routine and then select the A/P goods-in-transit routine.
  14. You access Work with A/P goods-in-transit, Select final invoices. On this panel you can view the remaining unmatched amount of the invoice, the last item that was never received. Select the document and click G/L accounting only to re-account the goods-in-transit amount to an appropriate cost account.
  15. You access G/L postings for A/P documents where you can close your accounting. Exit the routine.

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