Processing B2B Accounts Payable Invoices--Unprocessed B2B Invoices


Processing B2B Accounts Payable Invoices--Unprocessed B2B Invoices
For customers enrolled in B2B Functionality, all electronically generated Invoices from participating vendors can be processed and matched between BMS and the Vendor. The key functionality depends upon an Open Purchase Order, either electronically or manually created in BMS, and the PO reference # matching the Vendor’s Referenced Purchase Order (PO) on the Invoice

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Review the B2B Vendor Invoice against the Receiving Purchase Order
  1. Navigate to Accounts Payable/Open Item Maintenance
  2. Look-up the Vendor by the Vendor ID
  3. Click the Select button once the vendor is highlighted
  4. Click the Unprocessed B2B Invoice button at the top of the screen – All Invoices displayed are a result of the system automatically matching the invoice to the system generated PO. It is possible to review and make adjustments as necessary where applicable to the system generated match.
  5. Review the Received column indicating either a “Y” Yes or “N” No if the material has been received – Only after all items on the PO have been marked as received, can the B2B Invoice can be processed
  6. Click Print Invoice (optional) to print a paper copy of the B2B Invoice prior to processing
  7. Select the Invoice Lines to start the B2B Invoice process in Accounts Payable
  8. Click the Process Invoice button on any line of an Invoice
  9. Review the Appr (Approved) column to make sure all lines display an “M” (Match) – If an “M” is not indicated, the system was not able to match – this is typically due to a cost or quantity discrepancy. A manual review and approval will be necessary using the manual review steps indicated below.
  10. Select the Process Invoice option to continue posting in AP Open Item Maintenance
Manual Review of PO Lines
  1. For manual review – Highlight the line and then click Process Line Matching to PO option
  2. Click on the PO Line screen, the options at the bottom of the screen will become available as follows:
    • Accept Invoice Cost – Use the invoice cost as the approved cost
    • Accept PO cost – Use the PO cost as the approved cost
    • PO Notes – Review any applicable notes or add to the notes
    • PO Line Notes – same as PO notes above
    • Exit – cancel and leave the review screen
    • PO Receipt Adjustment – Allows quantity receipt adjustments as applicable to the quantity invoiced receipts that are not fully tied to a job line
  3. Click on Enter Cost option and the system will display the B2B Invoice Line Cost Entry
  4. Click on the Update Ext Cost or Update Ext Freight to overwrite the total external material cost or total extended freight cost with an updated amount.
  5. Click Accept to save any manual cost changes.
  6. Click Exit to return to the AP B2B Invoice Line Screens and continue to manually review the PO receipt, quantity and cost until all PO lines have been reviewed and approved.
  7. The system will prompt the following: Do you want to approve another amount? For any non-material lines.
    • If the cost is correct, click “No” or hit enter to continue or If a cost adjustment is necessary, click “Yes” and the system will prompt an Enter Approved Amount box displaying the current cost.
    • Override the current cost by Entering in the New Cost and hit enter.
  • The Appr column for that line will now display “Y” which means that the cost has been approved.
  • Continue with any remaining lines that apply to the current B2B invoice until all either display an “M” for Match or “Y” for approved cost
Once all of the invoice lines have been matched or approved either automatically or manually– the invoice is ready for processing in Accounts Payable.


Processing the B2B Invoice in Accounts Payable
  1. The AP Open Item Inquiry screen will prompt and display the freight allocation information prior to posting based on the default Freight Allocation as pre-determined and the system will apply to each applicable material line based on the Approved Amount. In the event of any unallocated freight difference, the System will prompt: Approved Totals doesn’t match PO Lines, Continue? – select “Yes”. The difference will post to the designated G/L account.
    • Override the Unit Freight to adjust as necessary or
    • Accept the Unit Freight with a slight unallocated variance
3. As a Final Check, the system will prompt with the A/P Open Item Final Entry Screen with all details that were previously approved, but the system will allow edits to:
  • Posting date/Period
  • Edit the reference fields
4. Enter Accept to post the Open Item to the Open Invoice Listing.
 
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