RECONCILE UNMATCHED EXPENSES

Use this screen to manually match the company-paid expenses that the Match Company Paid Expenses screen could not match automatically.

During the automatic matching routine, the system can match only one company-paid invoice line to one expense report line. If all of the data on the invoice line does not match all of the data on the expense report line, the system cannot match the two lines. The lines may not match for a variety of reasons - typographical errors, an expense report line that matches two company-paid invoice lines, an incorrectly entered amount, and so on.

Use this screen to view these unmatched expenses to determine why they have not been matched. Then you can edit non-amount-related travel information, such as ticket number or destination.

If the Invoice Amount or Expense Amount columns are incorrect, you cannot edit them in this screen. In the table window of the Enter Expense Reports screen, enter a positive amount for the correct traveler name, and a negative amount for the incorrect traveler name. If the amount on either the expense report or the company-paid invoice was wrong, enter another expense report in the Enter Expense Reports screen for the amount of the adjustment, which can be either positive or negative. In both cases, you will have to create an A/P voucher for the adjusting expense report and run the matching routine again. The matching routine will not be able to match the lines but, once the amounts are correct, you can use this screen to manually match them.

Fill Table

When you first enter this screen, it will be blank. To view and edit all unmatched data, click the Fill Table button to list all existing vendors and travelers. To use more specialized information, select a vendor and a sort option for the Expense Reports table window and select either a vendor or traveler for the Company Paid Invoices table window, then click the Fill Table button for each of them.

After you click the Fill Table button, you can use Subquery in each table window to limit the rows. For example, you could limit the Company Paid Invoices table window to rows containing only certain accounts, and then limit the Expense Report table to rows containing only certain traveler names.

After you make changes to any editable fields on this screen, highlight all the lines you want to match and then click the Match button. Lines do not have to match one-to-one; for instance, you could match two expense report lines to one company-paid invoice line, or vice versa. When you click the Match button, the system validates that the sum of all the expense report lines equals the sum of all the company-paid invoice lines to which they are being matched, and that the traveler name is the same for all lines. If the lines pass these validations, the same match number is assigned to all the lines you matched, and all further edits to that information are prevented. Before you save this match, you can undo this matching by highlighting all lines with the same match number and clicking the Unmatch button.

You can match lines with differing travel information, as long as the traveler name is the same and the totals of the amounts match. For instance, if the trip number on the invoice is different than the trip number on the expense report and you cannot determine which is correct, you could match the two lines without changing the Trip No field in either table window. However, this will result in permanent discrepancies in your records.

To use this screen, you must have at least created A/P vouchers from company-paid invoices and expense reports. Running the Match Company Paid Expenses routine before using this screen will further ensure that all records that match one-to-one have been deleted from the Match table, leaving fewer records for you to match manually.

Because this screen does not print out a summary of matches made, you can use the Print Matched Items screen to print a report listing the travel items matched.

Company Invoice

Select

Select either the Vend or Traveler option to fill the Select box with one selected vendor or traveler. Vend is the default setting. Enter the vendor ID whose information you want to use to populate the Company Paid Invoices table window. You can also use to select a vendor ID from a list of vendors in the Company Paid Match table. This Lookup lists only those vendors whose expense type is linked to a P travel account code. Once you have selected a vendor and tabbed out of the field, the vendor's location automatically fills the display-only field below. You can also leave this field blank and click the Fill Table button to select all vendors to fill the Company Paid Invoices table window.

Sort Table

Select a sort option from the drop-down box for the Company Paid Invoices table window. You can sort the table by Voucher Vendor, Expense Type, Amount, Trip No, Voucher No, Invoice Date, Trip Start Date, or Ticket Number.

Fill Table

Click this button to populate the Company Paid Invoices table window with data determined by your selection criteria.

Expense Report

Vendor

Enter the vendor ID whose information you want to use to populate the Expense Reports table window. You can also use to select a vendor ID from a list of vendors in the Expense Report Match table. This Lookup lists only those vendors whose expense type is linked to an E travel account code (Transaction Type Description field in the Maintain Travel Account Groups screen). Once you have selected a vendor and tabbed out of the field, the vendor's name and location automatically fill the display-only field below. You also can leave this field blank and click the Fill Table button to select all vendors to fill the Expense Reports table window.

Sort Table

Select a sort option from the drop-down list for the Expense Reports table window. You can sort the table by Exp Report Vendor, Expense Type, Amount, Trip No, Exp Report No, Exp Report Date, Trip Start Date, or Ticket Number.

Fill Table

Click this button to populate the Expense Reports table window with data determined by your selection criteria.

Subpd Matched

Enter the year, period, and subperiod to use as a reference point for when the actual matching is occurring. You can choose any subperiod to record your match. You may want to enter the current year, period, and subperiod as a point of reference.

Company Paid Invoices

After you click the Fill Table button in the Company Invoice group box, the system populates this table with invoice lines the automatic Match routine could not match. All the information from the company-paid invoice is displayed in this table, but only the Traveler, Expense Type, Trip No, Start Date, End Date, Destination, Ticket Number, and Transportation Code fields are editable. These fields have no effect on the General Ledger. The following fields are display only: Invoice Amount, Voucher, Invoice Date, Units, Rate, Description, Account, Organization, Project, Organization Name, Project Name, Account Name, Ref 1, Ref 2, Ref 1 Name, Ref 2 Name, Org Abbrev, Project Abbrev and Vendor Ext.

Match No

This field is not editable. After you highlight the rows you want to match from the Company Paid Invoices table and the Expense Reports table and click the Match button, a match number is assigned to those rows. The same match number is assigned to all rows you highlighted and matched, in both tables. It serves as an identifier, to aid you in remembering which rows you have already matched; it is not stored in any table. After you save matched rows, you will no longer be able to edit them.

Confirmed

This field is not editable. After you highlight the rows you want to match from the Company Paid Invoices table and the Expense Reports table and click the Match button, a Y in this column will confirm your match. If you click the Unmatch button before you have saved the match, an N in this column will confirm your match reversal.

Voucher Vendor

This field is not editable. The voucher vendor of the company-paid invoice will default in this field.

Expense Reports

After you click the Fill Table button in the Expense Report group box, the system populates this table with those invoice lines belonging to the vendor that could not be matched by the automatic Match routine. All the information from the expense report is displayed in this table, but only the Traveler, Expense Type, Trip No, Start Date, End Date, Destination, Ticket Number, and Transportation Code fields are editable. These fields have no effect on the General Ledger. The following fields are display only: Expense Amount, Expense Report Number, Expense Report Date, Units, Rate, Description, Account, Organization, Project, Organization Name, Project Name, Account Name, Ref 1, Ref 2, Ref 1 Name, Ref 2 Name, Org Abbrev, Project Abbrev, and Vendor Ext.

Match No

This field is not editable. After you highlight the rows you want to match from the Company Paid Invoices table and the Expense Reports table and click the Match button, a match number is assigned to that row. The same match number is assigned to all rows you highlighted and matched, in both tables. It serves as an identifier, to aid you in remembering which rows you have already matched; it is not stored in any table. After you save matched rows, you will not be able to edit them.

Confirmed

This field is not editable. After you highlight the rows you want to match from the Company Paid Expenses table and the Expense Reports table and click the Match button, a Y in this column will confirm your match. If you click the Unmatch button, an N in this column will confirm your match reversal.

Expense Report Vendor

This field is not editable. The expense report vendor associated with the expense report will default in this field.

Match

Click this button to match one or more highlighted rows in the Company Paid Invoices table to one or more highlighted rows in the Expense Reports table. You can save a maximum of 10 matches at one time. After the rows have been matched, the system assigns them the same match number. After you save matched rows, you will no longer be able to edit them.

Warning:  Once a match has been saved on this screen, you cannot edit or change it.

Unmatch

Click this button to unmatch two or more highlighted rows from the Company Paid Invoices and Expense Report tables. After you unmatch the rows, the match numbers are deleted and you can edit the information.

Table Information

This screen uses data records remaining in the Company Paid Match table after you have run the Match Company Paid Expenses routine. After matching expenses in this screen, the system copies these records to the Company Paid Match History table and deletes them from the Company Paid Match table. The Company Paid Match table stores only unmatched company-paid expenses and expense report lines.

When you save the matches you make in this screen, the system offers to update the Expense Report History and/or the Company Paid History tables with any changes you make. If you select Yes, the system automatically changes the edited fields in the history tables. If you select No, none of your edits will be included in the history tables.