EDI AND MA540 INVOICES

Our company is partnering with GHX. EDI and MA540 is NEW to our company. Is there anyone in this community that would be willing to share their process flow when handling EDI vendors and MA540/MA54/MA126? Any insight would be very much appreciated. Thank you in advance.

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unknown

Tammy

Good Afternoon,

We use GHX and EDI invoicing. I correct the MA54 Fatal Errors for our company an then run the MA540 error report.

What kind of information are you looking for?

cpashley

Hi Doreen - one of our biggest concerns is how we are currently processing the payments - we use a voucher and pull all invoices relating to that payment from our online payables files together and then file by vendor. We are concerned about our audit trail and if we will have to make copies of all the invoice that come through. Right now - we have the MA540 posting to each AP assoicate's print manager and they will pull the report for the facility that they process invoices for - go to MA54 and make the corrections - then rerun the MA540. Do you run the MA126 to do the auto matching so they don't have to manually match each corrected invoice?

unknown

We do not make copies of the invoices as they are on the EDI web site for a total of 6 months. If we need a copy of the invoice after that we contact the vendor and ask for one.

When the errors are fixed in MA54 we run the MA540 report. We have he "Invoice Process" set to "M" for add and match.

The only time we run the MA126 is the day before the check run to pick up anything that may have had a buyer message fixed or a receipt done after the invoice was processed.

cpashley

This is very helpful.

hunter-duan

Tammy,
We have been working with GHX for almost 2 years now. We do pull copies of all of the invoices that come through GHX and move them to our imaging system (Perceptive/Image Now) so that we have record of them. We have our MA540 in report mode set to run every day M-F at around 7am so that it is available when we come in each day. Right now while still boarding new vendors, I pull the FTP file and check to ensure that all vendor #'s, company #'s and purchase order code is pulled correctly. Once all of the data in the file is correct, we resave the file and rerun the MA540 in report mode. Next, we print out the MA540 report fatal error report and then directly after this run the MA540 in update and print the fatal error report for it as well. Once we have the fatal error report from the update, we go into MA54 and correct any invoices that have errored out due to unit of measure differences, item #'s, line #'s, AOC codes and so. We have found that vendors will send through credits via EDI, but the system will not take them so we delete them from the MA54 and enter them using the AP20 screen. This same process is followed if an invoice comes through and the purchase order is pointing to a different vendor # other than how the puchase order was created. Once all of the errors are fixed/deleted on the MA54, we have a job set up called a MA540DBASE where we actually just update the MA540 again to ensure that all errors have been resolved. Again, this job will produce a fatal error report that we make sure is free of errors. Once this is done, we are done for the day with EDI invoices.

ED40 is used to set up a substitution table for vendors that are not sending through the company/vendor #'s.

We also have our MA126 set to run automatically every morning around 6am so that any messages that were resolved are picked up and our invoices are then released for payment on the next available cycle.

I hope this helps you!

cpashley

Thank you Beth. We have the MA540 programmed to run each morning. When I look at the MA540 report, it currently only shows the invoice#, the PO #, the PO code, and the error message and does not display the vendor #. How did you get your MA540 to show the vendor numbers? Due to variety of reasons, we are not using cost messaging - can the MA126 still be used if we are not using buyer messaging?

unknown

Tammy, we too have been working with GHX for many years. I have about 55 vendors set up for 810's. For another perspective, I will share how we handle. We have a very elaborate multi step job stream set up that includes the file ftp, backup copy, MA540 for each vendor. We run the MA126 and rebuild Smart Recon every night after EDI completes so it ready for the staff in AM. We print the MA540 reports because the jobs overwrite each night and only get invoice copies if there is an out of balance condition. The MA54 errors are worked by Supply Chain personnel since most of the errors relate to PO issues. The corrected invoices are picked up in the next EDI job stream as we have the flag set to include Invoices in Error. Process is pretty handfree from my AP perspective. Good Luck!

hunter-duan

Tammy, the MA540 report does not show the vendor #'s, that is why I usually open a csv of the MA540 to ensure that all vendor/company #'s are there and going to pull through.

I would think that you could still run the MA126 report and it should at least give a reason as to why the invoice is in unreleased status....po cost message, quantity error...etc even though you are not using cost messaging.

kbpierso, I find it interesting that the supply chain handles the invoices that are in error. Has this always been handled by them from the beginning or was it a decision made after numerous error of the same type have occured. I am constantly fixing uom & item # errors! This is a great idea to bring up in our next joint meeting with our supply chain! Thank You for the input!

cpashley

Beth and KB - you can't realize how valuable this information is to me. I also find it very interesting that your supply chain has the responsibility to correct all the errors - this will definitely be something that we will visit in the near future.

I also want to talk with our Lawson consultant and see what he thinks regarding the automatic jobs that are being ran.

Thanks again for the input.

unknown

When we started testing GHX years ago, We decided that Supply Chain would fix the PO related errors and I would fix the AP Errors. The only error I see is the post date issue after month end and now they started fixing those too! They are more in tune to their PO data than I am so it seem right.

cpashley

I was wondering if someone could give me some insight as to the invoices. Right now our organization matches invoice to the voucher each AP processed run. We receive the invoices from the vendors either electronically or by mail. How do your companies obtain the invoices and do match up your invoices to the checks that are processed with your AP? The staff is concerned that there is no way to maintain if all invoices are being processed or not without physically having the invoice to match to the check. ANY help on this would be greatly appreciated. Thanks.

unknown

Tammy, We use an imaging system for all our invoices so we dont match to checks. For our EDI electronic invoice as the purpose is to reduce paper and manual entry we phyisically do not have any invoices for the vendors we process through GHX. The Operator shows as EDI in Lawson and everyone know there isnt a physical invoice for those. Sometime for Capital items, we request one from the vendor. There are imaging systems that will create an invoice template from the MA540 data stream if you choose. Ill reach to another company that I know doesnt have imaging but uses GHX and let you know what they do. Thanks, Karen

cpashley

Thanks, Karen. I appreciate all the information. We were told by the consultant for GHX that the auditors have accepted invoices that are processed through EDI. She also told us that if one of our analysts would need a copy, we can obtain it through the AP Center up to 6 months. One more thing - do you have one staff person work in MA54 for the corrections? Our facility is broken into divisions and alphabet for processing AP.

unknown

We have the MA540 file run twice a day, once in the morning and early afternoon. We chose to add the 2nd job in Lawson in the event there were glitched in the AM or files were delayed. The MA126 is ran each time we run the MA540, and occasionally manually if we have had to work manual PO Invoices. The MA54.6 (errors) are reviewed daily to fix any issues.

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