Steps in the screenshots correspond to the numbers in the headings.
Every time 3-way match runs ZPARKED and ZUNMATCH will be run and sent to the FTP location for Buyer and Accounting use.
As invoices come to us from SPS, they try to get put into SAP. If there was something that has not matched properly in that process, it will show up on the ZUNMATCH report.
ZUNMATCH basically holds the error messages when comparing the SAP PO to the Invoice. We say "error messages" but really this report is just calling out when there are mismatches - in quantity, price, tax, shipping, etc. The error messages will always be stored in a table for historical reference. In many cases, the errors will resolve themselves -- as is the case with a partial shipment. In other cases, Accounting may need to go into the invoice and make adjustments.
1. Enter ZUNMATCH in the upper right and hit ENTER.
2. The EDI Unmatched invoice parameters will load.
3. If you want to see a particular vendor invoice number (or a range of invoices), you can enter the numbers.
4. To see invoices from just a particular vendor, you can enter the SAP Vendor ID.
5. You can enter an EFP3 PO or a range of them.
6. You have the option to enter the SAP Invoice Number or a range of them.
7. If you prefer to look things up by the SAP PO number, you can do that as well.
8. Enter a date range for the invoice dates.
9. You can also enter a Record Creation Date Range - this is the date the invoice was imported into the system.
10. Unmatched Invoices will show you invoices that have a an issue.
11. Ready invoices mean the issue has now been resolved. (We are still waiting for the goods to be received, but the Invoice and the SAP PO match. )
12. Click the Execute Button.
13. The data will load. If the Ready light is Red, it means that it is not yet ready to process to the three way match. At this point, it may/may not require intervention from accounting. It could be as simple as receipts have not yet been processed (which just requires you to wait for the receipts to be processed) or it may be that Taxes were charged in error - which will require intervention on your part.
The ZPARKED and ZUNMATCH reports are updated twice a day, once right after 3-way match runs, and once around noon.
Identify issues at these levels: 1) SAP Invoice #, PO Header (no line number) and PO line number.
14. The Vendor Invoice Number is listed. This is the number you would use if you were looking up the invoice in the SPS Tool.
Anything underlined is a hyperlink. This will take you to the invoice screen in SAP.
15. The EFP PO number is listed. This is a hyperlink that takes you to the PO in SAP.
16. If a PO line number is listed, then the mismatch has to do with that particular line. If no line is listed, then it is related to the header details.
17. The SAP Invoice Number is listed. This is also a hyperlink. If the SAP Invoice Number is blank, the Invoice that came from SPS did NOT make it into SAP. The reason why will be listed in the column on the far right. This could be because the invoice already existed in SAP or because there was a failure in the integration.
When the invoice does not find the matching PO, the process doesn't just stop. There is a a reprocess job that will identify the Invoices that did not get loaded into SAP and retry to see if the PO had been successfully integrated.
18. The Vendor number is listed.
As Accounting divides their work up alphabetically by Vendor Name, we have added this field in between the Vendor and the SAP PO Number.
19. The SAP PO number is also listed.
if it is blank, investigation needs to be done.
20. The most important information is the final column. This is the "Error Message" and it's where you will find the reason for mismatch.
As of March, 2020 we will only track the three most important error messages.
21. Invoice already exists in SAP.
22. Purchase Order does not exist in SAP.
23. Invoice does not have a matching PO in SAP.
The screenshot below also shows some of the error messages that have been tracked in the past. These include things like:
- Line Mismatch on Quantity
- Line mismatch on Price
- Taxes Added - Invoice does not allow Taxes
- Invoice shipping is greater than PO shipping amount. (Anything over the $60 tolerance will be flagged.)
- Invoice Total Amount does not match PO total amount in SAP.
As these are messages existed, they will need to be "cleaned up". Simply add them to your list to have them removed as you do on a weekly basis.
24. If you wish to filter the report to customize the header columns, simply click on the filter icon in the header.
25. All of the Column Names are listed in the box on the right.
26. Click on the Right/Left arrows to rearrange the column.
27. The Up/Down arrows will determine the order of display.
28. Once you have the desired layout, click the green checkmark to save or the red X to cancel.
29. Once all the "errors" have been resolved, the color turns to green, as the invoice is now in a ready status.
- You could see these invoices by looking at ZUNMATCH and choosing ready. (Option 8 above)
- Remember, you may still see errors listed, but these have all been resolved.
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