How the System Processes EDI 810s

After an EDI vendor ships an order, they can send an 810 invoice for the shipment. When the 810 arrives, your system processes it as follows:

Adds the 810 document to the EDI 810 Invoice Review Queue with an active status.
Creates a payable.

If the vendor account number attached to the 810 is not assigned to a trading partner profile, the system does not create a payable. It sets the 810 match level to No Matches and leaves the Payable field in the review queue blank.

Note: When a payable is created, the system considers settings from EDI as overwrite values on the payable. This means if you change post date or invoice date, the system does not update the due date or pay date automatically because the system considers the those dates values as having been previously overwritten.

Attempts to match the payable to the purchase order, if the purchase order number is valid and the invoice number is not a duplicate.

The system tries to match the items on the 810 to a received generation on the purchase order by looking at the total number of line items, quantities for matching line items, and total dollar amount.

Recognizes the purchase order contains lot items. If yes, then the system does the following:
Applies the invoice amount less freight and tax to the purchase order in A/P Entry.
Automatically populates the A/P Billed field in the A/P Open Lot Item screen with amount applied to the purchase order.
Automatically selects the Material Detail Needed check box in the A/P Open Lot Item screen.
If the vendor invoice is less than the remaining lot cost, the system accepts the Create B/O Ship Date based on A/P rules.
The payable remains unapproved and goes to the P/O Variance Queue for resolution.

Depending on the matching results, the system sets the 810 match level and determines whether the payable status is Approved, as shown in the following table:

Matching Results	Match Level	Payable Approved
System finds an exact match and the terms codes on the invoice and purchase order match.	Perfect Match	Y
System cannot find a received generation on the purchase order. This match may occur if the 810 arrives before the items have been received. Re-queuing the 810 at a later date may correct this match level.	No Matches	N
System finds an exact match but the terms codes on the invoice and purchase order do not match.	T	N
Items and quantities have an exact match, but the dollar amount is not within the acceptable over/short range. The over/short range is set in the A/P Over/Short Maximum Parameterscontrol maintenance record or the Over/Short Percentage and Over/Short Dollars fields in Vendor Maintenance.	G	N
Accounting period for the payable or purchase order is closed.	Accounting Period for PO Closed	N
Invoice contains a freight amount, but the purchase order is flagged as freight allowed.	F	N
The purchase order is in the process of being received or in process by a user and cannot be reconciled until it is completely received. Re-queuing the 810 at a later date may correct this match level.	I	N
System does not find an exact match, but finds a partial match.	Some Line Items Matched	N
No line items match.	No Matches	N

If the Create PO Variances For EDI 810 Invoices control maintenance record is set to Yes, the system creates entries in the Purchase Order Variance Queue for EDI invoices if there is enough information to match a received purchase order generation and there are cost or quantity discrepancies between the two. The payable for the invoice is not approved through EDI if it is outside the over/short parameters set in Vendor Maintenance.

In addition, if you enter Yes in Check All Unpaid Gens field on the EDI Add'l Doc Info screen and the Create PO Variances for EDI Invoicescontrol maintenance record is also set to Yes, then orders with multiple generations with a variance are auto-matched to an 810 vendor invoice.