MA00 Match settings

I don't have rights to the MA00 but I know the theory/policy was to do what Judy Cole and Pat Malloy (the Lawson folks) told us to do.

We have Match and PO Cost Message tolerances set at $3.00 over and $10.00 under. We changed this in May 2015 from $.02 over/under because the number of cost messages being generated was becoming a burden on the buyers and AP staff. We went from 10,640 cost messages in FY15 down to 4,320 in FY16 (41/day down to 17/day). Of course the new tolerances meant that more invoices that didn't match the cost on the PO would automatically match so there was a concern that we would perhaps be paying the vendors more than what was on contract. But because the over was only $3.00 those invoices accounted for only 40% of the match within tolerance and our net was in the negative, meaning we accepted more total invoice cost that came in lower than the PO.

JonA - What reporting did you use to support your change in MA00 settings? I'm been asked to supply Qty of invoices and $ of invoices that matched within tolerance (excluding invoices paid without a PO) - essentially an impact of invoices matched within existing tolerances. I'm not sure the best path to do that. I'm very green on matching.

I built a report in Crystal that pulls all PO match invoices that includes all lines where match unit cost is different from the entered unit cost on the PO and the cost message variance type (O or U or blank). The variance type will be blank for lines that matched within tolerance. Then calculate how much more or less we paid on the invoice line (match qty * match unit cost) - (match qty * entered PO line unit cost).

Jon A - Which tables did you utilize for your report?

MAINVDTL, MAINVMSG, and POLINE.  Here's the SQL output from my report.

SELECT 

 MAINVDTL.VENDOR, 

 MAINVDTL.INVOICE,

 MAINVDTL.SUFFIX,

 MAINVDTL.PO_NUMBER,

 MAINVDTL.PO_CODE,

 MAINVDTL.LINE_NBR,

 MAINVDTL.ITEM,

 MAINVDTL.MATCHED_QTY,

 MAINVDTL.MATCH_UNIT_CST,

 POLINE.ENT_UNIT_CST,

 MAINVDTL.UPDATE_DATE,

 MAINVDTL.ITEM_TYPE,

 MAINVMSG.VAR_TYPE,

 MAINVMSG.ACTION,

 MAINVMSG.AUTH_CODE,

 MAINVDTL.ITEM_DESC

FROM PRODLAW.MAINVDTL MAINVDTL 
 INNER JOIN PRODLAW.POLINE POLINE
 ON MAINVDTL.COMPANY=POLINE.COMPANY
 AND MAINVDTL.PO_NUMBER = POLINE.PO_NUMBER
 AND MAINVDTL.PO_RELEASE = POLINE.PO_RELEASE
 AND MAINVDTL.PO_CODE = POLINE.PO_CODE
 AND MAINVDTL.LINE_NBR = POLINE.LINE_NBR
LEFT OUTER JOIN PRODLAW.MAINVMSG MAINVMSG
 ON MAINVDTL.COMPANY=MAINVMSG.COMPANY
 AND MAINVDTL.VENDOR=MAINVMSG.VENDOR
 AND MAINVDTL.INVOICE=MAINVMSG.INVOICE
 AND MAINVDTL.SUFFIX=MAINVMSG.SUFFIX
 AND MAINVDTL.PO_NUMBER=MAINVMSG.PO_NUMBER
 AND MAINVDTL.PO_CODE=MAINVMSG.PO_CODE
 AND MAINVDTL.LINE_NBR=MAINVMSG.PO_LINE_NBR
WHERE MAINVDTL.UPDATE_DATE >= 2016-01-01 AND MAINVDTL.ITEM_TYPE <> 'S' AND MAINVDTL.MATCH_UNIT_CST <> POLINE.ENT_UNIT_CST AND MAINVDTL.SUFFIX <> 111

Thank you Jon - How do you address when you have multiple invoices to one PO? For example, if I have a PO for $120k but it is invoiced in $20k installments, wouldn't that show as an erroneous variance showing a favorable underpayment?

In that scenario we would build the PO line as an amount service and wouldn't create a buyer message until the total invoice amount exceeded $120K. I'm only looking at I, N and X items in my report.