Cost an Electronic Invoice and Send it to Accounts Payable

Use the Invoice Matching workflow to prepare, match, and cost an electronic invoice before posting an active payable to Accounts Payable.

Before You Begin

In most cases, you cost invoices only after the related material has been received. In the Invoice Matching list, invoices highlighted in green typically indicate that at least part of the related purchase order has been received.

 Step 1: Open the Invoice and Prepare it for Costing

1. Go to File > Invoice > Invoice Matching and filter your list to show the invoices you want to work with.
2. Select an invoice that is ready to cost.
3. Select Prepare Selected Invoice for Costing.

  Step 2: Apply Invoice Terms

1. In the Electronic Invoice Terms dialog, review the terms that came over with the invoice.
2. If you use custom supplier terms, select Custom Terms then Import from Supplier File.
3. Select OK to apply.

 Step 3: Match Invoice Lines to Purchase Order Lines

Some records may match automatically (auto-match) when key values align.

Matching value	Used to align invoice and PO lines
Roll number	Roll-based items
PO number	Purchase order reference
Quantity	Line quantity
SKU number	Product identifier

To match lines manually:

1. Select the invoice line.
2. Select the matching purchase order line.
3. Select the Match, , icon on the toolbar.
4. Confirm that the invoice and PO dollar amounts match, then select OK.

If an invoice requires multiple invoice lines to be matched to a single purchase order line, see Match multiple invoice lines to one PO line in E-Commerce.

 Step 4: Review and Adjust Invoice Values

During preparation, you can edit certain values before posting to Accounts Payable.

Field	Why you might change it
Roll/Item Freight Factor	To adjust freight allocation by roll or item.
Supplier being paid	To change the supplier/payee for the payable.
Invoice date / Due date	To correct dates for payment timing.
Discount rate	To reflect supplier discount terms.
Freight total	To correct the invoice freight amount.

 Step 5: Post the Payable and Finish

1. When matching and adjustments are complete, select the Done, , icon on the toolbar.
2. Select Continue when prompted that this will post an active payable to RFMS.
3. In the print dialog, print the costed invoice if needed.
4. In Add/Edit Payable, enter any adjustments, notes, remittance notes, then select OK.

After you complete these steps, the invoice leaves the Invoice Matching list, moves to the Archived Electronic Invoices, and is viewable in Accounts Payable.