Maximo Open Forum

Hello Everyone,

Our AP team is having a hard time approving an invoice. So the scenario is -> We have a PO that has 9 lines, 8 of them were received completely, but line number 9 is received partially (Ordered - 30, Received - 15 initially). The AP team was able to post/approve the invoice for the completely received 8 lines. They were also able to post/approve a separate invoice for the partially received qty on line 9. 
Later on, the remaining qty on line 9 was also received. We can see in the receipts application that line 9 is now received completely and the receipt status has changed to -> COMPLETE
Now, the AP team is getting below when they try to create and approve an invoice for the remaining15 qty.

"BMXAA2013E - Could not change invoice XXXXXX status to APPR."
"BMXAA1993E - Cannnot approve invoice XXXXXX because there are no matching receipts for line 9 of purchase order XXXXXX."

I am new to Maximo and not able to figure out the exact reason for this error. Some observations - 
1. Line 9 is showing received completely in the Receipt application (Ordered - 30, Received in 2 batches of 15 each on 2 different dates).
2. When I click on the "Copy PO Lines" button while entering the invoice lines, then I can see the remaining uninvoiced 15 quantities on the "PO Lines" tab but it is not visible on the "Materials" tab.
3. I can see that there are 2 entries in the invoicematch table for the 15 quantities each. One of the invoices which was approved for 15 quantities is showing in the "Invoice" application, but the other invoice number is not visible in the "Invoice" application (Not sure how did it happen)

Can anyone please explain what am I missing here? Why this error is showing and what can we do to resolve it?

Thanks in advance!!
#EverythingMaximo

------------------------------
Devendra Verma
SenecaGlobal
------------------------------

Invoice match table is your source of truth here. If a receipt line has been invoiced then the same cane be viewed in the Receipt line details under invoice number. You should be able to navigate to the actual invoice number form the receipt lines.
Check for change by values in the invoicematch table to understand if there is any data restriction that is causing the missing invoice.

This seems to be a straight forward issue of receipt being invoiced in an unexpected invoiceline. But, I can understand your pain as I have been stuck in this of loop of PO>receipt>invoices and invoicematch. Look for small things or restart the whole investigation from the PO till invoice line using DB queries.

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Biplab Choudhury
BPD Zenith Australia
------------------------------

Original Message:
Sent: 07-18-2022 01:41
From: Devendra Verma
Subject: Unable to approve invoice (No matching receipts error)

Hello Everyone,

Our AP team is having a hard time approving an invoice. So the scenario is -> We have a PO that has 9 lines, 8 of them were received completely, but line number 9 is received partially (Ordered - 30, Received - 15 initially). The AP team was able to post/approve the invoice for the completely received 8 lines. They were also able to post/approve a separate invoice for the partially received qty on line 9. 
Later on, the remaining qty on line 9 was also received. We can see in the receipts application that line 9 is now received completely and the receipt status has changed to -> COMPLETE
Now, the AP team is getting below when they try to create and approve an invoice for the remaining15 qty.

"BMXAA2013E - Could not change invoice XXXXXX status to APPR."
"BMXAA1993E - Cannnot approve invoice XXXXXX because there are no matching receipts for line 9 of purchase order XXXXXX."

I am new to Maximo and not able to figure out the exact reason for this error. Some observations - 
1. Line 9 is showing received completely in the Receipt application (Ordered - 30, Received in 2 batches of 15 each on 2 different dates).
2. When I click on the "Copy PO Lines" button while entering the invoice lines, then I can see the remaining uninvoiced 15 quantities on the "PO Lines" tab but it is not visible on the "Materials" tab.
3. I can see that there are 2 entries in the invoicematch table for the 15 quantities each. One of the invoices which was approved for 15 quantities is showing in the "Invoice" application, but the other invoice number is not visible in the "Invoice" application (Not sure how did it happen)

Can anyone please explain what am I missing here? Why this error is showing and what can we do to resolve it?

Thanks in advance!!
#EverythingMaximo

------------------------------
Devendra Verma
SenecaGlobal
------------------------------

A) This should not be possible, but heck something happened.
B) When you approve it doing a 3-way match,  in essence, it looks at the PO, receipt and what's on the invoice. 

When you mention that there is no material receipt, however, there is an entry in the invoicematch.  So let's see you asking to approve an invoice for the 15 items, but there is no corresponding receipted, but yet un-invoiced line.  This means the middle bit is missing and thus the invoice has nothing to match against.

Please go to the PO lines and check if the Receipts Complete is enabled, the Quantity Received,  and run the menu option View Related Records to see if any of these give you a clue.

It's possible to raise an invoice and use Copy PO Lines, select the PO Lines tab then choose any line, yet there are no receipts.  It will not approve until there are sufficient receipted quantities at which time you can then approve.  We had one client using this scenario as there was a time difference between the invoice coming into the AP vs the goods coming in, then using a loop in Workflow, it was approved once there were enough receipts. 

This is why you're getting the message BMXAA1993E...

I'm not sure if any of that helps, but it should give you somewhere to look.

------------------------------
Regards,
Craig Kokay
ISW
Maximo Practice Manager
eMail: ckokay@isw.net.au
Phone: +61-411-682-040

#IBMChampion2022
------------------------------

Original Message:
Sent: 07-18-2022 01:41
From: Devendra Verma
Subject: Unable to approve invoice (No matching receipts error)

Hello Everyone,

Our AP team is having a hard time approving an invoice. So the scenario is -> We have a PO that has 9 lines, 8 of them were received completely, but line number 9 is received partially (Ordered - 30, Received - 15 initially). The AP team was able to post/approve the invoice for the completely received 8 lines. They were also able to post/approve a separate invoice for the partially received qty on line 9. 
Later on, the remaining qty on line 9 was also received. We can see in the receipts application that line 9 is now received completely and the receipt status has changed to -> COMPLETE
Now, the AP team is getting below when they try to create and approve an invoice for the remaining15 qty.

"BMXAA2013E - Could not change invoice XXXXXX status to APPR."
"BMXAA1993E - Cannnot approve invoice XXXXXX because there are no matching receipts for line 9 of purchase order XXXXXX."

I am new to Maximo and not able to figure out the exact reason for this error. Some observations - 
1. Line 9 is showing received completely in the Receipt application (Ordered - 30, Received in 2 batches of 15 each on 2 different dates).
2. When I click on the "Copy PO Lines" button while entering the invoice lines, then I can see the remaining uninvoiced 15 quantities on the "PO Lines" tab but it is not visible on the "Materials" tab.
3. I can see that there are 2 entries in the invoicematch table for the 15 quantities each. One of the invoices which was approved for 15 quantities is showing in the "Invoice" application, but the other invoice number is not visible in the "Invoice" application (Not sure how did it happen)

Can anyone please explain what am I missing here? Why this error is showing and what can we do to resolve it?

Thanks in advance!!
#EverythingMaximo

------------------------------
Devendra Verma
SenecaGlobal
------------------------------