Invoice Reconciliation

The Vendor Reconciliation Entry frame gives you the ability to reconcile vendor invoices to M5 purchase orders. The items on the purchase order must have been received into the M5 system. System Flag 5078 controls this functionality.

 

The receipt process can be for an M5 generated PO or a PO referenced during a manual receipt. For a full review of all the steps in this process please see the Inventory Application User Training Guide and Invoice Reconciliation Reference Guide.

 

Multiple purchase orders can be on one invoice number. If the invoice number was entered incorrectly during a manual PO receipt, it can be overridden during this process. After verifying that all the details are correct, click 'Save'. Then you can reconcile the invoice using the ... button next to Find.

 

Once an invoice has been reconciled, it can still be changed until the time it is sent to an interface.  If you discover an error you may un-reconcile it by using the ... button again.

 

If the invoice is un-reconciled, the average cost on the Part Location Manager returns to the value it was before the reconciliation. You can proceed to make corrections and reconcile it again.

 

As mentioned above, for a full review of all the steps in this process, please see the Inventory Guide and the Invoice Reconciliation Guide.

 

System Flags

 

5078 - Is Invoice Reconciliation being used? (Y/N) - If set to "Y", the user will not be able to enter an invoice number during any receipt of stock or non-stock parts.

 

5094 - Is Invoice Reconciliation being used for fuel? (Y/N) - If set to "Y", the user will be able to reconcile either fuel or part purchase orders. If set to "N", only part purchase orders can be reconciled.

 

5356 - Validate Misc. Cost fields on Invoice Reconciliation? (Y/N) - If the value is set to "Y", the Misc Costs section will expend and instead of the misc fields being labeled  as Misc1,Misc2,etc, the label will be blank fields for user entering a valid Misc type code;  If the value is set to "N", the existing functionality will be preserved.

 

5364 - INV_NO Required on WO Main Comm Charge, Comm WO, WO Express, Vendor Repair? (Y/N) - Invoice No Mandatory on Work Order Main's Commercial Charge Tab, Commercial Work Order, Work Order Express and Vendor Repair. Previously, the "Invoice" field was always optional, but adding the value of Yes, it becomes mandatory.

 

5401 - Add core cost and core inv. No on Invoice Recon screen? (Y/N) - If the value is set to "Y", the core cost and core invoice number will be added on Invoice Reconciliation screen for the part invoice type. The default value is N to preserve existing functionality.

 

Role Privileges

 

INVREC-ATTACH - Gives the user the ability to create attachments on the invoice reconciliation screen.

 

Last Updated: 04/04/2017

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.