Invoice and Cost Processing Options

These system options control how RFMS processes electronic supplier invoices (810 documents), handles freight and variance logic, assigns suppliers to payables, and manages duplicate invoice behavior. Adjusting these settings allows you to standardize costing, streamline AP posting, and ensure incoming invoice data aligns with your internal accounting practices.

Append an alphanumeric to the end of duplicate invoice numbers with different invoice dates

Location: Invoices

Category: Configuration

Type: Must be Global

Description: Allows RFMS to append a letter (e.g., A, B, C) to duplicate invoice numbers when the same invoice number is received on different dates, preventing conflicts during AP posting.

Options:

• Yes
• No

Enable auto cost during document process

Location: Invoices

Category: Configuration

Type: Global

Description: Turns on automatic costing during invoice processing. When enabled, RFMS applies the supplier-provided cost values to inventory without requiring manual cost entry. Enabling this option also unlocks the Auto Cost Freight Management setting.

Options:

• Yes
• No

Enable invoice(810) matching variance

Location: Invoices

Category: Configuration

Type: Must be Global

Description: Enables the Invoice Variance setup screen, allowing you to define acceptable percentage thresholds for quantity and cost differences when auto-matching electronic invoices. This helps reduce manual matching for minor discrepancies.

Options:

• Yes
• No

Transfer electronic invoice header notes to internal AP notes

Location: Invoices

Category: Configuration

Type: Can be Global, Assigned, or User

Description: Automatically transfers any header-level notes received on electronic invoices into the internal AP note field for reference during AP review and posting.

Options:

• Yes
• No

Transfer Electronic Invoice Line Notes to Internal AP Notes

Location: Invoices

Category: Configuration

Type: Can be Global, Assigned, or User

Description: Automatically transfers any line-level notes received on electronic invoices into the internal AP note field for reference during AP review and posting.

Options:

• Yes
• No

Supplier selection for AP

Location: Invoices

Category: Configuration

Type: Can be Global, Assigned, or User

Description: Determines how the supplier name is selected when posting the AP invoice. Recommended setting is Use Inventory Supplier to ensure consistency across modules and reporting.

Options:

• Use Inventory Supplier
• Use PO Supplier
• Prompt

Do not amortize freight between tagged line on the invoice

Location: Invoices

Category: Configuration

Type: Can be Global, Assigned, or User

Description: If enabled, freight charges on electronic invoices are posted directly to the designated G/L account instead of being distributed across individual inventory lines based on value.

Options:

• Yes
• No

Auto cost freight management

(Only available when Enable Auto Cost During Document Process is set to YES)

Location: Invoices

Category: Configuration

Type: Global

Description: Automates the costing of freight charges during electronic invoice processing. When enabled, freight is costed using the system’s auto-cost rules rather than requiring manual distribution or adjustment. This option is only active when Enable Auto Cost During Document Process is turned on.

Options:

• Yes
• No