How to use MAT
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How to use MAT
The MAT form has a series of document description fields and a grid. The operation of MAT is basically done in two stages. A first stage, of document selection, where you enter details to bring up the documents you want to match/un-match, and the second stage, when you actually match/un-match the desired documents.
Document Selection
There are three ways to retrieve from the document database the documents you wish to match:
Using the Client Account field: This method requires the entry of the client account of the documents you wish to match. Having entered the client account, you must select appropriately the currency and the create/delete match options. The Client Account field in combination with the Currency field will determine the documents that will appear on the grid when the retrieval from the database is executed. (i.e. documents are brought up searching by client and currency; those documents that comply with these criteria appear on the grid). The create/delete match imposes another restriction to the documents that are brought up to the match grid. Create match will bring up un-matched documents that comply with the entered client and currency criteria. Delete match will bring up documents that are already matched. The Department field is not used as a search criterion.
Using the Document Reference field: This method works in a very similar way to the above described. It requires the entry of a document reference. Having done so and loosing focus of the field, the client account, department and the narratives corresponding to that document will be automatically filled in the corresponding field. The create/delete match options are also selected appropriately according to the match status of the document. At this stage you can alter the Currency, Department and Matching Status fields but not the Client Account field. Wen you submit the database query (pressing the OK button) the documents are searched by client account and currency as described in the above section.
Using the Match Code to Delete field: This method is only used to delete document matches. It requires the entry of the match code of the documents you wish to un-match. Having entered the match code you can submit the query and all the documents with the entered match code will be brought up to the grid. This field is only enabled if neither the Document Reference nor the Client Account field has been entered.
Matching
Having the documents that complied with the search criteria on the grid, you can match the desired documents by ticking/un-ticking the Match cell of a document. Any number of documents of any type can be matched; the only restriction is that the total balance of matched documents must be zero. The actual matching occurs upon saving changes. A message box appears to ensure you wish to match the selected documents and a unique match code is assigned.
Un-matching
Having the documents that complied with the search criteria on the grid, you can un-match the desired documents by un-ticking the Match cell of a document (when deleting the Match cell changes its name to Break Match cell). As soon as a document's Match cell is un-ticked, all the documents with the same match code will also be un-ticked. A message box appears to ensure you wish to un-match the selected documents and the unique match code is deleted. If you have used the Match Code to Delete field to bring up the documents, all that is required is to save changes using mouse right click, Save.
Drilling Down
The mouse icon whilst on the report will change to a magnifying glass icon, indicating that further drilling down is possible. By double clicking on any of the details of a transaction you can view all the posted documents related to the transaction. These documents appear on the Posted Document Search Window.
Posted Document Search Window: This window has the same features as normal grid windows (i.e. column selection, sorting, arranging columns) and has an added free field where you can enter a document reference and press the OK button to view all related posted documents. By clicking the Full Selection button, you enter the Data Selection Window where sophisticated search criteria can be defined, saved and reused.