MM Training Reference Guidemm-AP Interface-1

MM Training Reference Guide MM-AP Interface-1

MM-AP Interface

PO #175 Invoice #28674

$100.00 $100.00

Objectives...... 2 MM-AP Interface...... 3 Editing Invoice Transactions...... 4 Transaction Processing in MM/AP...... 5 Related Reports...... 6 MM/AP Exception Report...... 7 Transferring a Batch to AP...... 8 Related Reports...... 9

Objectives

After MM/AP interface training, you will be able to  Input/match invoice and credit transactions in an MM/AP batch  Specify batch control totals to reduce errors  Edit invoices  Delete duplicate entries  Create/ process invoice and credit memo transactions

Objectives MM-AP Interface-2 MM Training Reference Guide

Objectives (Continued)

After MM/AP interface training, you will be able to  Attempt to automatch to Packing List  File all transactions in either approved or unapproved statuses  Transfer approved invoices to AP  Determine where the discrepancies lie (cost vs. quantity)

MM-AP Interface

 Create PO  Invoice  Receive PO  Post and pay  Distribute items invoices

 Match up MM receipts/ AP invoices  Auto match feature

 MM/AP Exception Report  MM-AP Interface

Batch Statuses

OPEN IN USE TRANSFER Q IN TRANSFER TRANSFERRED MM Training Reference Guide MM-AP Interface-3

Listing options of the packing lists at the Packing List Prompt when entering or editing invoices: F9 (Lookup) - will list Packing Lists with reference to the Item Number #V\ - will list Packing Lists with reference to Vendor Cataloge Number #M\ - will list Packing Lists with reference to Manufacturer Cataloge Number

Editing Invoice Transactions

Invoice Transactions Editing Invoice Transactions Enable the AP User to Resolve AP Related Discrepancies

 Editing Invoice Transactions

Transaction Processing in MM/AP

MM AP INTERFACE

Invoice PO Invoice Credit PO $ Memo

PO Amount PO INV

Invoice Amount Exception Report

 Transaction Processing in MM/AP MM-AP Interface-4 MM Training Reference Guide

Related Reports

Invoice Inquiry Prepaid Invoices Report

Invoice Inquiry by List Batch PO and Line

Invoice Status Daily Batch Report Summary

Batch Status Report

 Related Reports

Invoice Inquiry: Presents all invoice information for a specified vendor. Invoice Inquiry by PO and Line: Lists all invoice information associated with each line of a purchase order. This report displays invoices with outstanding balances you can use to investigate discrepancies between PO receipts and invoices. Invoice Status Report: Preview all invoices to be transferred to AP for payment. Prepaid Invoice Report: Presents all PO and invoice information for items prepaid but not received. This report can be used to follow up with the vendor regarding receipt of the items. List Batch: Lists the content of a specified batch. This can be used to review batch detail for a specific date and batch. Daily Batch Summary: Lists the summary of all batches for a specific day. This is a general overview of the status of batches for a specific day. Batch Status Report: Lists the batches that have not been transferred to AP. AP should run this on a daily basis, it will show if any invoices have been moved from the unapproved to the approved status, so that AP can transfer the approved invoices. MM Training Reference Guide MM-AP Interface-5

MM/AP Exception Report

For Any Unapproved Invoices the Exception Report Will Show the Detail Required to Resolve the Discrepancies

Exception Report

Invoice Information MM/AP Batch Information

PO Information Matchups

 MM/AP Exception Report

Invoice information is matched against the Packing List from the Purchase Order if the difference between the reciept line total and invoice are outside the acceptable variance, set in MM Parameters, this will go onto the Exception Report

Communication between MM and AP is key to resolving exceptions.

Cost Discrepancies MM uses the CST/QTY Change Routine to correct these exceptions. To change the receipt value of an item, this routine must be used. Changing the cost on the original PO will not approve the exception.

Quantity Discrepancies The Receive routine is used to correct these exceptions. Corrections should be made on the original packing list and date if possible.

If the correction must be made on the invoice, the information must be communicated to AP. Note: The MM department should print and review the Exception report on a daily basis to correct any exceptions as quickly as possible. MM-AP Interface-6 MM Training Reference Guide

Transferring a Batch to AP

Transfer Any Approved Process Payment Invoices Over to the for these AP Module Transaction

INVOICE

 Transferring a Batch to AP

Related Reports

 Transferred Inventory Inquiry  List Transfer Summary  List Transfer Detail  List Invoices Rejected by AP

 Related Reports

Transferred Invoice Inquiry: Lists invoices for a vendor that has been transferred to AP. This report can be printed showing either line or GL distribution. List Transfer Summary: An overview of the invoices transferred for a set of dates. List Transfer Detail: All invoice information for a specific batch(es) transferred to AP for a specified set of dates and/or users. List Invoices Rejected by AP: Lists all rejected invoices you attempted to transfer to AP.