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Slide notes: In this tutorial we discuss and explain Matching on AR Debtors. What is matching? It is the process of connecting Payment Receipts with Invoice Charges, in other words, if a Customer makes a Payment, then the process of matching indicates which Charges are being settled with this Payment.

 

 

 

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Slide notes: Now, we consider 1st of all the Matching setting on AR Debtors Accounts.

 

 

 

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Slide notes: Any Debtor Account can be set for Balance Forward or Extended Open Item, and in IES we are much more flexible because this setting does not ever have to be a permanent choice. In other words, we can change this setting, on any Account, at any time we want. When or while an Account is in Balance Forward, then the matching screen for the Account will never appear, because in that status the system will perform all matching on the Account automatically, and will do so on the FIFO or 'first in first out' basis. That means that any Payment will always be applied to settle the oldest charge, then the next oldest charge, etc. But when the Account is in Extended Open Item status, then the matching is performed by the User, who will indicate how to apply the Payment, i.e. against which charges. In this method, matching can be performed on any basis, and a Payment can be applied to a Charge from this month, even while some Charges from last month are still unpaid.

 

 

 

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Slide notes: Now we have a look at a User's Business Profile for AR Debtors. On this profile, we indicate how the system should treat Matching for Open Item Accounts when this User is applying the issue of Matching.

 

 

 

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Slide notes: And as we can see, we can set this setting so that when the User processes a Payment, then the Matching screen will automatically be opened for Matching to be applied on the spot. The 2nd choice is to ask the User whether to perform matching now or not, and the final setting is to disallow this User from the Matching process.

 

 

 

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Slide notes: Next, we do an example of processing a Payment, i.e. a Receipt on a Debtor Account. For this User, the setting on the Business Profile is to open the Matching process automatically, and this particular Account on which the Receipt is being processed is in Extended Open Item status.

 

 

 

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Slide notes: Therefore, as soon as the Payment journal is posted, then the matching screen appears automatically, and matching can be performed right there and then.

 

 

 

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Slide notes: Next, we consider that when we perform Ageing Reports or Customer Statements, the

system will ask whether we want to perform matching first, because if there is

outstanding matching, then this wil impact on Ageing and also on Customer Statements.

 

 

 

 

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Slide notes: So here we see the prompt when performing Customer Statements.

 

 

 

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Slide notes: And, we also note that on the AR Debtor master screen, for any Account, we have a Matching option that will allow us to enter Matching for this Account.

 

 

 

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Slide notes: And we also have the 'Perform Matching' option which will allow us to select an Account and perform Matching on it, plus the system has a 'Facilitate' option where it will search through the Accounts and open only those Accounts where there is some Matching due, for further attention with regards to Matching.

 

 

 

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Slide notes: In all cases, wherever the Matching screen is entered from, the Matching works the same way and is performed the same way, as we will now show.

 

 

 

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Slide notes: In this Matching screen, we can see the Account we are working with.

 

 

 

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Slide notes: And we can see the current balance on the Account.

 

 

 

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Slide notes: There is a Help document available to explain all about Matching from this screen.

 

 

 

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Slide notes: The Matching is so flexible that Payments can even be part matched to multiple parts of multiple Charges.

 

 

 

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Slide notes: The 'Verify Data' is seldom used, but can be used at any time to verify the Matching data on this Account, i.e. to look for missing links or items that are not appearing.

 

 

 

Slide 21

Slide notes: The Payment analysis report can be performed for any selected Period, and will reveal all Payments on the Account for that Period, and the detail of how the Payments have been applied, i.e. Matched.

 

 

 

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Slide notes: This example reveals that Payments have been processed, but not yet applied, i.e. not yet matched.

 

 

 

Slide 23

Slide notes: The Open Item Analysis option will report on all Open Charge Items. Those are Charges that, according to Matching, have not yet been paid.

 

 

 

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Slide notes: This is the current state on this Account.

 

 

 

Slide 25

Slide notes: Matches Charges can be drilled.

 

 

 

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Slide notes: And if we do not know the Keys to drill, the system will search for them.

 

 

 

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Slide notes: And the same with Receipts or Payments that have already been matched.

 

 

 

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Slide notes: How to UNmatch a mistake?

 

 

 

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Slide notes: We will simply drill the Transaction from the Account, and from the Transaction screen we can choose the UNmatch function.

 

 

 

Slide 31

Slide notes: The AUTO MATCH function is always available, and when applied, will match exactly the way that the system automatically matches for Balance Forward Accounts, i.e. first in first out.

 

 

 

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Slide notes: After applying AUTO MATCH, the remaining Charges should be the same total as the current Balance on the Account.

 

 

 

Slide 33

Slide notes: And it is. Now we will drill into the Transactions and see how to unmatch a Payment or Charge, and then it will re-appear on this screen for matching again.

 

 

 

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Slide notes: So here is a Transaction drill on this Account.

 

 

 

Slide 35

Slide notes: We double-click the Transaction to drill.

 

 

 

Slide 36

Slide notes: Then on the Transaction Detail, we choose AR Match Drill.

 

 

 

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Slide 38

Slide notes: And here we just choose UNDO for the Matching, and we note how the UNmacthing adapts the values on this matched item.

 

 

 

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Slide 40

Slide notes: Back to our primary Matching Screen for this Account where the Receipt for $20 has now re-appeard for matching, because it was formerly matched but then unmatched.

 

 

 

Slide 41

Slide notes: And the Charge that was previously unpaid only for $504 is now back to unpaid for the full amount of $524.

 

 

 

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Slide 43

Slide notes: Now we return to the situation where we have matching to perform on this Account. Any Payment or Receipt can be matched to any Charges of our choice. So let's start by choosing the receipt of $20.

 

 

 

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Slide notes: A Matching screen is now opened specifically for this Receipt amount, and we can choose any of the listed Charges to match it to.

 

 

 

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Slide 47

Slide notes: Because we are also allowed to apply only parts of an Amount to a part of a Charge, the system offers the expected amount to match, but allows us to change this amount if necessary.

 

 

 

Slide 48

Slide notes: Note that the full amount of this $20 Receipt has now been used, so even though there are more Charges, we cannot do any further matching with this specific Receipt.

 

 

 

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Slide 53

Slide notes: Just to show that we can apply Matching in any order of our liking, we will now choose the $195 Receipt.

 

 

 

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Slide notes: If we use 'Auto Allocate', then the Receipt will be matched to the oldest Charge Item, which in this case is at the top of the list of Charges, and the correct Item we wish to match.

 

 

 

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Slide 58

Slide notes: Next, we choose the $235 Receipt.

 

 

 

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Slide notes: And match that one appropriately.

 

 

 

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Slide 65

Slide notes: The only Receipt remaining now is next. Of course, it is quite possible to quit the Matching at any stage and come back later to perform it, but in this case we will complete it.

 

 

 

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Slide 67

Slide notes: Actually, we can use the 'Auto' function here, because that will leave us only with the most recent charge of $504, but just to show how 'part matching' is done, we will follow different steps.

 

 

 

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Slide 69

Slide notes: Instead of matching the full Charge, we will choose to match only a part of the amount.

 

 

 

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Slide 72

Slide notes: Notice that the Charge Amount of $195 now indicates that only $95 of it is not yet settled.

 

 

 

Slide 73

Slide notes: And we match the $5.

 

 

 

Slide 74

Slide notes: And this leave us with the $95 for which we still have adequate Receipt amount remaining, i.e. to match it also.

 

 

 

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Slide 78

Slide notes: And now our Matching on this Account is complete, and we have seen examples of Auto Allocation, Full Matching, Part Matching and also UNmatching.

 

 

 

Slide 79

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