Unmatched Invoice

Good morning everyone!

Does anyone have a current process for Invoice discrepencies (outisde of buyer messages)?
Example - Our AP department currently takes a form and marks pre-defined issues (or discrepencies) between the invoice and the po.
This form includes PO line # not received, wrong vendor, comments, etc...
Virtually anything that could cause a matching issue related to the PO side.

One - I feel there has been a lack of training on both sides, which will always cause frustration.

Two - The process seems broken because the forms have become very vague and difficult to decypher by purchasing.

I just wanted to pick anyone's brain to see if there is a process being used (or forms in Lawson) that is successful and makes AP/PURCH groups somewhat happier.

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Comments

Legacy Contributor

Also, if anyone has tips or documentation (a standardized way to do routine daily activites) on training for AP or PURCH that would be fantastic. I have slowly somehow become each groups "guardian," which gives me no time to actual perform in my own role (server side and PF's). Thanks in advance!

cbatiao

Hi, I am not sure if this would help, but in the beginning of our implementation (9.0.1.4 on Iseries) our users makes mistakes when entering the PO (the forms allows the blank entries at the time causin PO matching error), this was resolved in MSP9 patch (I believe). However, before this was fixed, we run a scheduled job daily to query the DBMAAOI (MAINVOICE in unix) table for
DAOIPNMBR EQ ' ' and DAOIINVC EQ ' ' fields, whc is emailed to our Business people so that action is taken that day.

Legacy Contributor

For PO invoices challenges such as PO not released, is closed, etc, we use the Invoice Hold process in Lawson. We have a PUR hold code set up. The invoice is entered as a NON PO with the buyers auth code. The PUR hold code is added with comments explaining the issue. The buyers can run the AP240 for the PUR hold code. We actually have a custom version that allows them to run by their Buyer Code. They let AP know when the issue is resolved and we re enter as a PO Invoice. I think you can also build a Process Flowfor this if you have that product.

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