Review and Filter Electronic Invoices for Costing

Applies to: RFMS E-Commerce (EC)
This covers electronic invoices received through EC for purchasing/costing workflows.
If invoices aren’t arriving or don’t match expectations, Support may need to check vendor setup and transmission results.

Electronic invoices in E-Commerce are supplier-provided invoice records that you review and reconcile before sending invoice information to Accounts Payable.

Before You Begin

• You will only receive electronic invoices from suppliers that support sending them.
• You can receive an electronic invoice regardless of how the purchase order was placed. Sending purchase orders through RFMS helps keep purchase order and invoice information consistent, which can make matching easier.

Open and Filter Invoices

1. Go to File > Invoice > Invoice Matching. The Electronic Invoice Reconciliation screen will open.
2. Select the Find, ,icon.
3. Enter the criteria (like status) you want to filter by, then apply the filter.
4. To use Smart Search, enter a term in the search filed. 

Tip: Enter % to bring up all invoices.

Understand List Indicators

Indicator	What it typically means	Notes
Invoice is highlighted in green	Some part of the related purchase order has been received.	This is typically when an invoice is ready to cost.
Invoice is not highlighted in green	Material has not been received yet.	In most cases, you cannot cost the invoice until receiving is complete.
Invoice is not green but you expect it to be	The purchase order reference may not be what you expect.	Example: the PO was entered as an ordering person’s name instead of the PO number.

  Tip: Some vendors reuse the same invoice number for partial shipments. To prevent those invoices from being treated as duplicates, RFMS also checks the invoice date.

If a second invoice arrives with the same invoice number but a different date, RFMS records it by adding a letter to the end of the invoice number.

Example:
First invoice: 7106690
Second invoice: 7106690A

Print an Invoice from the List

1. Tag the invoice.
2. Select the Print, , icon on the toolbar.

Cancel an Invoice from the List

Canceling clears the invoice from the Invoice Matching list and moves it to an archived state.

1. Select the invoice.
2. Select Cancel Electronic Invoice, .