Invoice Matching

I am looking for advice on how to handle this situation:
"A contract line for repair labor is expressed as 100 hours at $300 per hour. That may be an estimate of the total cost for labor that will be billed for the year. However, it would not be unusual to receive an invoice for 4 hours at $105.97 per hour if a different labor rate was negotiated for a specific repair project. In Lawson, matching 4 hours would result in a total payment of $900. Trying to figure out the quantity to match a different invoice price would result in an irregular number that would cause rounding issues."

All of our requisitions are Service type requisitions.

I appreciate any and all suggestions.

Gelangens_Anlage_Entwurf.pdf

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Comments

Legacy Contributor

We set up our PO's for Service that we know may have irregular amount payments as Service Amount. For your example it would be 1 ea @ 30,000. During the year AP can apply invoices as they come. At the end of the year you would reconcile the dollar amount to the amount actually used.

teena-chopra

We do that also. Just wondering if anyone else had other ideas.
Thanks!

Legacy Contributor

Truly irregular dollars and cents invoices are best matched against an "A" (Amount) type of Service "item" on a PO. For better design, I suggest talking with the vendor upfront- ask THEM how they will invoice, BEFORE they start doing so. If they have multiple billing rates you can set up multiple lines on the PO to reflect standard rate, overtime etc.

Better still - for recurring services, do all the same in a PO25 Vendor Agreement, Type V for Service. That way you get total control over "not to exceed" dollar or hour caps and the system tracks your spend as you go. System creates its own PO and buyers never have to create after the fact, throwaway PO's that add no value. Oh, and did you know that MA540 now works for PO25 Service Agreements, as well as for service PO's for EDI 810 invoices? Check it out!

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