AP Master, Matching

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Slide notes: From the AP master screen, we have a function to perform Matching, and 'matching' is of course the process of connecting payments to charges, in other words, indicating which Items were paid with which Payments. There are also automatic matching procedures that take place, for example when we pay a Supplier with the 'by Invoice' method, in which case the system knows exactly what is being paid, and will perform automatic matching. But in this tutorial, we look at the so-called 'manual intervention' options that we have available to perform matching.

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Slide notes: We show this screen 1st, so it can be seen clearly that on this Account there is no matching outstanding at the moment, i.e. no Open Items that have not yet been matched.

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Slide notes: Next, we are going to use the "re-build" function to un-match all prior matching on this Account.

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Slide notes: This option is very seldom used. We only use it to re-start all matching on an Account, for example when we have really messed up the matching and we want to start from the beginning again. But if the Account has been in operation for a long time, of course this can produce a lot of matching to be re-performed.

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Slide notes: In fact, usually we will choose the re-build with the 'auto match' option. In that case, the system will re-build all the matching from scratch, but will also at the same time match anything that can be automatically matched, leaving us only with items that the system cannot match. But in our example for the moment, we want to 'unmatch' only, in order that we can have some items with which to demonstrate the matching options.

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Slide notes: So, when we choose 'matching' again, we will now have all Items on this Account ready for matching, i.e. not yet matched.

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Slide notes: So, as we can see, we have 1 Payment, and we have 3 Charges, and these actually add up, so if we apply 'Auto Match' here, then all the matching is performed automatically.

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Slide notes: Now let's look at some more functions of the matching process. There may be times when we have many Payments listed at the top and many Charges listed below, and in order to make it clearer what we want to match with what, we can load Charge Items selectively. For example, we can load on 'description'.

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Slide notes: Now the only Charge Item shown is the one that matches the description that we specified. Of course, there could be multiple Items, but in this case only 1 Item matched the description.

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Slide notes: We can also load on the basis of Amount or Document Number.

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Slide notes: And we can match individual Charge Items by dbl-clicking on an Item, and selecting the Payment Item to match against.

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Slide notes: Note how the Payment Amount available for matching adapts when we match a Charge Item.

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Slide notes: There is another function with the Matching options that we need to note, and it is called 'Verify Keys'. This is a trouble-shooting option and you can use it whenever you feel there may be unmatched Items in limbo, i.e. any Items not fully matched and yet not shown on the list of Items still outstanding.

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Slide notes: The function can be performed for a selected Period or for all Periods, and you cannot do any harm by using it. The system will simply verify that all Items are either fully matched or else included in the list of outstanding Items.

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Slide notes: Next, we look at UN-matching. When we have 1 or more Items that we have matched incorrectly and we want to re-perform the matching, then we UN-match them first.

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Slide notes: Note that this is not the usual Matching screen. Instead, this screen is for CLOSED Items that have alreay been matched. And we can load them by Period.

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Slide notes: So these are all the matched Items for the January period. Note the Payment Amount. If we unmatch any of the Charge Items, then this Amount will change accordingly.