Reviewing Inbound EDI 810 Invoices

When your system receives an 810 invoice from an EDI vendor, it creates an entry in the Active view of the EDI 810 Invoice Review Queue. 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.

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

Use various hot keys to do the following tasks:

Reprocess 810s in the queue that were unable to make a match when they entered the queue. For example, if the invoice arrives before the order is received, the system cannot match the invoice to the purchase order. The result is N = No match.
Clear approved invoices.
Review invoices that were not approved.
Delete invoices (from the Active view) that no longer require your attention.

You can delete an entry from the Active view for the following reasons:

The invoice is a duplicate.
You cancel the payable.
The payable is in a closed period.
No payable has been created for the entry.

To review inbound EDI 810 invoices:

Do one of the following to display the Selection Criteria screen:

From the System > System Programming > EDI > EDI Review Queues menu, select 810 Invoice (Inbound).
From the A/P menu, select EDI 810 Invoice Review Queue.

Complete any of the following fields to select invoices:

Field	Description
Select Sort By	Sort order of selected items. The default is Ascending By Date. Select from the following options: Ascending By Date Descending By Date Ascending By Trading Partner Descending By Trading Partner
Select 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.
Select Branch	Branch to which the invoices are assigned. Enter ALL for all branches.
Select Vendor	Vendor who sent the invoices.
Select View	Displays invoices based on one of the following statuses: Active - 810s requiring review that have not been cleared from the queue. Cleared - Reviewed 810s that have 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. At the Dir prompt, press F10 and select the directory to access.
Select Start Date	First date 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.
Select End Date	Last date 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 this field.
Select Invoice #	Specific vendor invoice number. To display all invoices, leave this field blank
Select 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.
Select 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.
Select Invoice Type	Selects one of the following types of invoices: 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

Press Esc to display the selected invoices on the EDI 810 Invoice Review Queue screen.
Review the following information about each 810 invoice:

Field	Description
M	Match level. Indicates the level of success the system has in matching the 810 invoice to the P/O. Use the Message hot key to view an explanation of the status.
A	Identifies whether the payable has been approved for payment.
PO #	Purchase order number associated with the invoice.
AP #	The system-assigned payable ID, followed by any of the codes listed below: D - The payable resulted from a direct order. T - A freight charge is associated with the payable and the order is tagged. F - A freight charge is associated with the payable. X - Payable has been canceled. Note: An asterisk (*) indicates that a status message is attached to the queue entry. Use the Message hot key to view the message. If the AP# field for the 810 on the review queue screen is blank, one of the following conditions exists: The invoice is a duplicate. The P/O 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. Then 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 AP# field.
Vendor	Vendor who sent the invoice.
Ven Inv Amt	Amount the vendor invoiced.
Reconciled	Invoice amount matched to the purchase order.
Difference	Difference between the invoiced and reconciled amounts.
Received	Date the system received the invoice. Note: Use the Chg View hot key and select Received Date/Ref# to display this field.
Pay Date	The payment date of the payable associated with the invoice. Note: Use the Chg View hot key and select Pay Date/Ref# to display this field.
Ref#	System-assigned sequential number that identifies the review queue entry. Note: Use the Chg View hot key and select either Received Date/Ref# or Pay Date/Ref# to display this field.

Use any of the following hot keys to research and requeue unsuccessful matches:

Hot Key	Description
Message	Displays the 810 status message, if an asterisk (*) displays next to the payable record number.
View PO	Displays the associated purchase order on the P/O Entry screen.
Vendor Item Detail	Displays the formatted invoice data on the Hold Entry Pre-View screen. When you press Esc to exit this screen, the system prompts you to save the report in the Hold file and then returns you to the EDI 810 Invoice Review Queue screen.
Archive Detail	Displays the EDI Archive Viewing screen, where you can view the raw data from the invoice.
Chg View	Provides options to view different information in the queue for each invoice, including reconciled amounts, difference amounts between what was invoiced and what was reconciled, the payment received date, the pay date, and system-assigned reference number..
Select	Displays the Selection Criteria screen, where you can change the 810 selection criteria described in step 4.
Requeue	Reprocesses 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. We recommend that you perform a daily requeue.
Clear Approved	Clears all approved entries from the Active view of the queue and move them to the Cleared view.

To manually reconcile an invoice, approve the payable, or update the payable date, position the cursor on the invoice and use the Edit AP hot key to display the payable on the A/P Entry screen.

Note: After approving a payable and returning to the review queue, you can use the Clear Approved hot key to clear the invoice from the Active view.

To delete an invoice that no longer requires your attention from the Active view and move it to the Cleared view of the queue, position the cursor on the invoice and use the Delete hot key. The system prompts you to confirm the deletion.

Press Esc to exit the queue.