Reviewing Inbound EDI 810 Invoices

When your system receives an 810 invoice from an EDI vendor, it adds the document to the EDI 810 Invoice Review Queue with an active status. If the purchase order number is valid and the invoice number is not a duplicate, the system creates a payable and attempts to match the invoice to a purchase order.

View a summary of the active invoices in the Active view of the EDI 810 Invoice Review Queue screen. To view information on mismatches, see the unsuccessful matches information below including the Product Matching Audit available from the queue.

Note: Users must be assigned the EDI.IN.REVIEW authorization key to access the review queue.

Column	Description
Match Level	The level of success, or match level, the system had in matching the 810 invoice to the purchase order. Click the Message icon to view an explanation of the status. Note: Match levels also apply to lot orders.
Approved	Whether the payable has been approved for payment.
Purchase Order	Purchase order number associated with the invoice.
Payable	The system-assigned payable ID If the Payable field for the 810 is blank, one of the following conditions exists: The invoice is a duplicate. The purchase order ledger record does not exist. The account number attached to the 810 is not assigned to a trading partner profile and a payable was not created. To correct this problem, assign the account number to a trading partner profile and requeue the entry from the Archive Data within the review queue. The system creates a payable and new entry in the review queue. Delete the old review queue entry with the blank Payable field.
Invoice Type	The type of invoice associated with the system-created payable created. Direct - The payable resulted from a direct order. Tagged - A freight charge is associated with the payable and the order is tagged. Freight - A freight charge is associated with the payable. Canceled - The payable has been canceled.
Trading Partner	The trading partner who sent the invoice.
Pay To Vendor	Pay-to vendor listed on the invoice or payable.
Ship From Vendor	Ship-from vendor listed on the invoice or payable.
Vendor Invoice Amt	Amount the vendor invoiced.
Reconciled Amt	Invoice amount matched to the purchase order. Note: If the review queue does not contain the field, use the Options > Change View menu and select Reconciled Amount/Difference.
Difference	Difference between the invoiced and reconciled amounts. Note: If the review queue does not contain the field, use the Options > Change View menu and select Reconciled Amount/Difference.
Status	Indication if the invoice is in the Purchase Order Variance Queue. An exclamation point icon when viewing Active invoices indicates that the invoice is in the Purchase Order Variance Queue. Variances are created for EDI invoices where there is enough information to match a received purchase order generation and that have cost or quantity discrepancies. For example, an EDI 810 that is in the 810 Review Queue with a match level of Some Line Items Matched might also result in an entry in the variance queue. A green icon indicates the invoice was cleared through the normal approval process. A red icon when viewing Cleared invoices in the 810 Review Queue indicates that the invoice was removed from the view manually. Click the icon to view additional information about the invoice, such as when it was cleared from the queue, or if a variance record was created. The Create PO Variances For EDI 810 Invoices control maintenance record must be set to Yes for the system to create variance records for EDI 810s.
Lot Invoice	If an invoice is attached, a check mark displays.
Received Date	Date the system received the invoice. Note: If the review queue does not contain the field, use the Options > Change View menu and select Received Date/Reference Number.
Pay Date	The payment date of the payable associated with the invoice. Note: If the review queue does not contain the field, use the Options > Change View menu and select Pay Date/Reference Number.
Reference #	System-assigned sequential number that identifies the review queue entry. Note: If the review queue does not contain the field, use the Options > Change View menu and select Received Date/Reference Number.

Note: To refine or change your search, select Edit > Select and enter new selection criteria.

The following are additional options you can use when reviewing EDI invoices in the EDI 810 Invoice Review Queue:

Use the View Manager

or select Options > Change View to select from the following:

Field	Description
Sort By	Sort order of selected items. The default is Ascending By Date. Select from the following options: Ascending By Date - Sorts the items from oldest to newest by the received date for invoices or by the ship date for acknowledgements and ASNs. Descending By Date - Sorts the items from newest to oldest by the received date for invoices or by the ship date for acknowledgements and ASNs. Ascending By Trading Partner - Sorts the items in alphabetical order by trading partner name. Descending By Trading Partner - Sorts the items in reverse alphabetical order by trading partner name.
User ID	User ID of the user assigned to review incoming 810s. This field defaults to your user ID. To review 810s for all users, leave this field blank. You must have Level 1 authorization in the EDI.IN.REVIEW authorization key to view your own entries in the EDI 810 Invoice Review Queue. Level 2 authorization is required to view other user's entries.
Branch	Branch to which the invoices are assigned. Enter all for all branches.
Vendor	Vendor who sent the invoices. To review 810s from all vendors, leave this field blank.
View	Review status of an 810 invoice. Displays invoices based on one of the following statuses: Active - 810s requiring review that have not been cleared from the queue. Archived - 810s older than the number of days specified in the Archive EDI Review Queue Documents After (Days) control maintenance record. In the Directory field, select the month and year to access. Cleared - Reviewed 810s that have been cleared from the queue.
Start Date	First date in a range for which to view invoices. For example, if you want to review all invoices received in July 2006, enter 07/01/06 in this field and 07/31/06 in the Select End Date field.
End Date	Last date in a range for which to view invoices. For example, if you want to review all invoices received in July 2006, enter 07/01/06 in the Select Start Date field and 07/31/06 in the End Date field.
PO #	Purchase order number associated with the invoice. The system searches for all generations of the purchase order number you enter. For example, if you wanted to see only invoices received that match generations of purchase order P1067075, enter P1067075 in this field. To search all purchase orders in the system, leave this field blank.
Invoice	Specific vendor invoice number. To display all invoices, leave this field blank.
AP #	System-assigned payable number of the accounts payable entry associated with the invoice. For example, if you want to see only invoices reconciled on payable Y109779, enter Y109779 in this field. To search all payables, leave this field blank.
Invoice Type	Type of invoice to display in the queue: Purchase Orders - Payables resulting from a standard purchase order in the system. Directs - Payables resulting from an order that goes directly from your vendor to your customer. Items on direct orders do not pass through your inventory at your warehouse, however, the dollars are still posted in and then out by your accounting group. Freight - Payables that include freight charges. Tagged - Payables that result from purchase orders that are tagged to sales orders. Tagging occurs when an item on a purchase order is procured outside the normal path of replenishment. Canceled - Payables that have been canceled in the system. Problem - Payables that do not have a valid sales order or purchase order number. Lot Item - Payables that include lot items. Job Management - Payables that include items from Job Management orders.
Pay To Vendor	Select a pay to vendor by which you want to display the queue.

To...	Select this menu option...
display the associated purchase order	View > View PO
display the invoice formatted data, including quantities, prices, descriptions, and fixture types. The Product Matching Audit displays at the bottom of this window to provide more detail, such as UPC code or product IDs. Ensure that the columns you want to view are selected in View > Configure Vendor Item Detail.	View > Vendor Item Detail
display the EDI Archive Viewing window, where you can view the raw EDI data from the invoice	View > Archive Detail
clear invoices that have already been approved	Edit > Clear Approved
reprocess 810s in the queue that did not make a match level upon arrival. The requeue process looks at those entries in the queue with a match level of No Match and Some Match and rechecks the purchase orders for a better match. It only checks those entries whose associated payable has not been reconciled.	Edit > Requeue
manually reconcile the selected invoice and approve the payable	Edit > Edit AP
adjust the Batch ID of all the payables listed or only the payables having no batch IDs or individual payable. Use the Batch ID column to adjust batch information, as needed.	Change view: Options > Change View > Receive Date / Batch ID Then use: Edit > Assign Batch ID for All Edit > Assign Batch ID for Unassigned

To...	Select this menu option...
toggle between the available columns depending on what you would like to review.	Options > Change View
display the EDI Review Queue Selection window, where you can change the 810 selection criteria used to display invoices	Edit > Select
delete the selected invoice that no longer requires your attention from the Active view and move it to the Cleared view of the queue,	Edit > Delete
select the columns that display in the queue, to view the information that meets your needs	View > Configure Vendor Item Detail The selection works like selecting columns in a report. For more information, see Report Column Selection and Layout Overview in the Report.

Use this view:	Default Columns in All Views
Reconciled Amount / Difference	Match Level / Approved / Purchase Order / Payable / Invoice Type / Trading Partner / Pay To Vendor / Ship From Vendor / Vendor Invoice Amt / Reconciled Amt / Difference / Status / Lot Invoice / Message
Received Date / Reference Number	Match Level / Approved / Purchase Order / Payable / Invoice Type / Trading Partner / Pay To Vendor / Ship From Vendor / Vendor Invoice Amt / Vendor Invoice Amt / Received Date
Pay Date / Reference Number	Match Level / Approved / Purchase Order / Payable / Invoice Type / Trading Partner / Pay To Vendor / Ship From Vendor / Vendor Invoice Amt / Pay Date / Reference # / Status / Lot Invoice / Message
Release Number Invoice Number	Match Level / Approved / Purchase Order / Release # / Payable / Vendor Inv# / Vendor Inv Dte / Trading Partner / Pay To Vendor / Ship From Vendor / Vendor Invoice Amt / Reconciled Amt / Difference / Status / Lot Invoice / Message
Received Date / Batch ID	Match Level / Approved / Purchase Order / Payable / Invoice Type / Trading Partner / Pay To Vendor / Ship From Vendor / Vendor Invoice Amt / Received Date / Batch ID / Status / Lot Invoice / Message
User Defined View Maintenance	Launches User Defined View Maintenance so you can customize your view.