Match Invoice with Certificate

Explanation

This activity is used to match an invoice with one or more sub contract payment certificates. All payment certificates for the sub contracts entered in the Sub Contract Ref field, that aren't in the Fully Invoiced status, will be available for matching. If the invoice covers multiple payment certificates it is possible to split the invoice amount across several payment certificates.

Matching can be done from the invoice header as well as from the invoice lines. Depending on the invoice details, you may be prevented from matching on the header level and directed to do the matching on the line level instead.

It is possible to match the invoice amount both fully and partially. If you are doing a partial matching, it will be possible to match the remaining payment certificate amount with other invoices.

For more information on matching invoice, for instance, for a Purchase Order, refer the process description Match Supplier Invoice with Purchase Order.

Prerequisites

• An invoice with reference to at least one sub contract should exist.

System Effects

After matching is completed:

• Postings for all matched payment certificates are created, but not saved and additional postings can be entered if required. More information about the postings created is available in Posting Types for IFS Sub Contract Valuation.
• Existing payment certificate postings, if any, are reversed completely if the matching was done for the full payment certificate amount, or reduced created according to the matched amount.

When the matching is saved:

• A reference to the invoice and the matched amount will be included in the Sub Contract Valuation/Invoice tab.
• If the remaining amount to be matched against a payment certificate is 0, then the status of the certificate is set to Fully Invoiced. If not, it is set to Partially Invoiced. Note that there may be, for various reasons, tax differences on the invoice compared to the estimated tax amount on the payment certificate. In this case, only the net amount is used to determine if the certificate is set to Fully Invoiced or Partially Invoiced.

Window

Manual Supplier Invoice

Related Window Descriptions

Supplier Invoice Entry
Match Certificate Dialog

Procedure

The procedure is the same when matching from invoice header and lines. Only difference is the amount available to be matched with payment certificates.

1. From the invoice to be matched, right-click in the Manual Supplier Invoice header, and then select Match Certificate from the Sub Contract Management menu option. If you need to match the line, right-click on the line and select Match Certificates per Line option. This will open the Post from Sub Contract dialog box where you can match certificates.
2. If the invoice covers the remaining payment certificate amount to be matched click the Match check box.
3. Alternatively, enter the amount to match in the Matching Amount field.
4. Repeat steps 2 and 3 until all payment certificates to be matched are processed.
5. Click OK.