UNDERSTANDING & RESOLVING MATCH EXCEPTIONS (eProcurement & Purchasing Fundamentals ii) Janz Reinecke Finance Program Management Office 1

Agenda NSF Overview Understanding the Matching Process Resolving Match Exceptions Changing Purchase Orders Useful Inquiries, Queries and Reports 2

You should already know about … Procure to Pay Process Creating eProcurement Requisitions & Purchase Orders Approvals Dispatching Printing Receipting 3

NS Financials Overview * No Commitment Control eProcurement Asset Management * Procurement Card Purchasing Billing General Ledger Accounts Receivable * Expenses Accounts Payable Expenditure Budgeting (monthly interface from PeopleSoft Encumbrance Pre-encumbrance Revenue Debtors 4

eProcurement Requisition Procure to Pay Process eProcurement Requisition (Orders from eProcurement) Req becomes a PO Purchasing Purchase Order Purchasing Receipt Accounts Payable Voucher Excl Travel, Bulk Orders, Services & Freight Tax Invoice from Vendor Orders for non-eProcurement Vendors & Bulk Orders PeopleSoft is also the vendor for NewSouth Human Resources and NewSouth Student Administration. Other organisations call their implementation by different names. Eg: Uni of Sydney: SUHRF 2000 (Sydney University Human Resource Finance) ANU: Enterprise Solutions Project (ESP) Uni of Michigan: M-Pathways Uni of Southern Queensland: IBIS (Integrated Business Information System) Cornell University: Project 2000 Uni of Western Austr.: New Administration Systems & Applications (NASA) New York Uni: Finance Administration Made Easy (FAME) Look at the PeopleSoft website to see the list of customers. Accounts Payable Payment Matching Process Match Exception Pay run every Monday Compares the Voucher to the PO to the Receipt

 way match – Services  way match - Goods What is the Matching Process? PURCHASE ORDER TAX INVOICE  way match – Services It is an automated nightly process that compares the Vendor’s Tax Invoice (AP Voucher) to the Purchase Order to check that it “Matches”, ie. same price and expected quantity.  way match - Goods It is an automated nightly process that compares the Vendor’s Tax Invoice (Voucher) to the Purchase Order to the Receipt to check that it “Matches”, ie. same price and expected quantity. If there are any discrepancies, NS Financials generates a “Match Exception” which needs to be manually followed up and resolved.   TAX INVOICE RECEIPT PURCHASE ORDER   

eProcurement Requisition Procure to Pay Process eProcurement Requisition (Orders from eProcurement) Req becomes a PO Purchasing Purchase Order Purchasing Receipt Accounts Payable Voucher Excl Travel, Bulk Orders, Services & Freight Tax Invoice from Vendor Orders for non-eProcurement Vendors & Bulk Orders PeopleSoft is also the vendor for NewSouth Human Resources and NewSouth Student Administration. Other organisations call their implementation by different names. Eg: Uni of Sydney: SUHRF 2000 (Sydney University Human Resource Finance) ANU: Enterprise Solutions Project (ESP) Uni of Michigan: M-Pathways Uni of Southern Queensland: IBIS (Integrated Business Information System) Cornell University: Project 2000 Uni of Western Austr.: New Administration Systems & Applications (NASA) New York Uni: Finance Administration Made Easy (FAME) Look at the PeopleSoft website to see the list of customers. Accounts Payable Payment Matching Process Match Exception Pay run every Monday Compares the Voucher to the PO to the Receipt

Why Do We Use It? So that we are: Only paying the quoted price for what has been supplied Only paying for the quantity that has been delivered Only paying for goods received in good working order Stopping payments being made if the price or quantity are outside the allowable matching ‘tolerances’ Maintaining controls via manual intervention to verify and approve any discrepancies before paying Vendors

Why Do We Use It? A Match Exception will be generated where: The amount on the Invoice and the amount on the PO are different (higher OR lower) by more than 10% or $200 (whichever is the lowest). If goods/assets requiring receipt have not been receipted yet, or have been over-receipted. Where the total amount invoiced exceeds the approved value on the Purchase Order (bulk orders) Where the total quantity invoiced exceeds the ordered quantity on the Purchase Order (bulk orders) And various other reasons . . .system related, data entry errors, etc.

Remember: If there are any Match Exceptions against a Voucher (Tax Invoice), the Vendor will not get paid!

Purchasing Staff / Buyers Accounts Payable Staff Resolution Responsibility Purchasing Staff / Buyers Accounts Payable Staff Identifying match exceptions, liaising with the Vendor(s), providing instructions to Accounts Payable as to what to do to clear them. Approvers will also get involved if: the total PO amount including any additional funds required now exceeds the Buyer’s financial delegation additional funds are required and the total PO amount exceeds $2000 (part of your responsibility for having financial delegation) Resolving Match Exceptions once instructions from the Buyer or approver are received, e.g.: override the match exception with reason(s) modify the voucher as required Resolving Match Exceptions which are system or data entry error related which the Buyer cannot fix themselves.

Purchasing Staff / Buyers Accounts Payable Staff Resolving Match Exceptions Purchasing Staff / Buyers Accounts Payable Staff Run your query every week (suggest Wednesdays) to identify your orders with match exceptions. Run query every day to identify your vouchers with match exceptions. Review Order to Receipt to Invoice and identify the exception reason by using the PO Activity Summary. Review Invoice entry accuracy and if necessary make adjustments to the voucher. Take the necessary action. Contact the Buyer to ask for an update and manually override exceptions for additions or wait for change order or receipt entry exceptions to be resolved overnight. Advise Accounts Payable of action taken and/or actions to be taken by them. Always cut and paste the email details received from Buyers/Approvers into the Voucher comments or into the override reason page (for audit tracking purposes)

Exception Examples Receipting mismatches Price mismatches Qty mismatches Other

Receipting Examples: Resolving Receipting Match Exceptions Confirm that: Action to take: Remember: Goods have not been receipted. All goods have been received in working order. Some of the goods were damaged and returned to the Vendor. Receipt all goods received (the match exeption will clear overnight). Find out from the vendor if they are going to replace the goods returned. Do not receipt goods that have not been received. Advise Accounts Payable of the action you have taken and/or the actions they need to take. Goods have been partially receipted. Balance of goods received but not yet receipted. Balance of goods have not yet been delivered. Receipt the goods received. Find out from the vendor when they intend to deliver the balance of the goods. Goods have been receipted twice. Confirm that there is one order and two receipts. Cancel one of the receipts (the match exception will clear overnight). DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it will re-dispatch and cause problems with duplicate orders from Vendors.

Price Examples: Resolving Price Match Exceptions Confirm that: Action to take: Remember: The order amount does not match the receipted amount and/or the invoiced amount. There was a price increase since the order was dispatched. There was a discount applied after the order was dispatched. We were overcharged. The receipt for the order was entered incorrectly. The invoice amount was entered incorrectly. Matches are not all in the same currency. The vendor should honour the prices as quoted and you should request a credit from the vendor. Advise Accounts Payable of the discount details and request that they pay the invoice. Request a credit from the vendor. Adjust the receipt and advise Accounts Payable of such. Request that Accounts Payable adjust the voucher. Ensure all matches are entered in the same currency. If the amount to be paid is greater than the amount ordered AND the amount is outside your financial delegation you should attach an approval e-mail from an appropriate approver. Chartfield distribution details are to be provided for all price increases. If payment for the PO is in full advise AP to finalise the PO. DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it will re-dispatch and cause problems with duplicate orders from Vendors.

Quantity Examples: Resolving Qty Match Exceptions Confirm that: Action to take: Remember: Quantity on Order, Receipt and Invoice do not match. The quantity ordered was what was receipted. The quantity delivered was what was billed. The receipt was entered correctly. The invoice was entered correctly. If not contact the vendor and resolve. If not adjust the receipt appropriately. If not advise Accounts Payable to adjust the voucher. Advise Accounts Payable of the action you have taken and/or the actions they need to take. If invoice is in full advise Accounts Payable to finalise the Purchase Order. Attach appropriate approval if necessary. DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it will re-dispatch and cause problems with duplicate orders from Vendors.

Other Examples: Resolving Other Match Exceptions Confirm that: Action to take: Remember: UOM on invoices doesn’t match UOM on reciept or invoice. Identify which UOM is correct. Advise AP of the correct UOM. Advise Accounts Payable of the action you have taken and/or the actions they need to take. System error. The order matches the receipt and the receipt matches the invoice. Contact aphelp@unsw.edu.au (or your local AP representative). DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it will re-dispatch and cause problems with duplicate orders from Vendors.

Resolving Match Exceptions DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it will re-dispatch and cause problems with duplicate orders from Vendors.

Reports and Inquiries / note Useful Reports and Inquiries: Useful report for looking up relationships between Purchase Orders and Requisitions PO To Requisition Xref Useful report for looking up relationships between Requisitions and Purchase Orders Requisition to PO Xref Report Useful inquiry for looking up a Purchase Orders lifecycle – Purchasing / Purchase Orders / Review PO Information / Activity Summary Useful query for checking payment Details FUP_PO_VCHR_PYMT Buyer query FUP_MATCH_EXCEPTIONS_BY_BUYER Accounts Payable query FUP_MATCH_EXCEPTIONS_BY_USER Beware of dates when using inquiry searches. note / 19

Useful Queries/Inquiries Match Exceptions (pre invoice): FUP_PO_RECEIPTS_NOT_INVOICED Checking the Activity of your PO: Purchasing/Purchase Orders/Review PO Information/Activity Summary Buyers (post invoice): FUP_MATCH_EXCEPTIONS_BY_BUYER Is your order invoiced/paid? FUP_PO_VCHR_PYMT /

FUP_PO_RECEIPTS_NOT_INVOICED This Query will return all Purchase Orders (and/or Purchase Order lines) for which we have not been invoiced by the Supplier.

FUP_PO_RECEIPTS_NOT_INVOICED

FUP_PO_RECEIPTS_NOT_INVOICED /

PO Activity Summary Purchasing Purchase Orders Review PO Information

PO Activity Summary

PO Activity Summary ORDERED RECEIVED INVOICED MATCHING

PO Activity Summary / ORDERED 2 ITEMS RECEIVED 2 ITEMS BILLED FOR MATCH EXCEPTION /

FUP_MATCH_EXCEPTIONS_BY_BUYER For Buyers: FUP_MATCH_EXCEPTIONS_BY_BUYER EXCEL

FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments

Your Vendor/Supplier Tax Invoice Number FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments Your Vendor/Supplier Tax Invoice Number

The person in Accounts Payable you need to communicate with FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments The person in Accounts Payable you need to communicate with

FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments Your PO Details

FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments Your PO status

The reason for the match exception FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments The reason for the match exception

FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments You

FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator PO BU PO ID PO Date PO Status PO Ln PO Sched PO Ln Desc Recv BU Recv ID Recv Ln Match Ctrl ID Match Rule ID Match Error Buyer ID Buyer Name Email ID Vchr Qty PO Qty Recpt Qty Vchr Price PO Price Match Status Comments Match comparison /

FUP_PO_VCHR_PYMT Is your order paid? FUP_PO_VCHR_PYMT

FUP_PO_VCHR_PYMT /

/ FUP_PO_RECEIPTS_NOT_INVOICED Purchase Orders that have receipts recorded against them but not invoiced to us by the Vendor (partially or fully). FUP_PO_RECEIPTS_NOT_INVOICED Check the Procure to Pay lifecycle of your Purchase Order. Purchasing/Purchase Orders/Review PO Information/Activity Summary Match Exceptions by Buyer. FUP_MATCH_EXCEPTIONS_BY_BUYER Match Exceptions by Accounts Payable voucher owner. FUP_MATCH_EXCEPTIONS_BY_USER The way to check your Purchase Order payment information. FUP_PO_VCHR_PYMT /

Changing Purchase Orders

Changing Purchase Orders

Changing Purchase Orders //

Accounts Payable Support General Inquiries & Advice: AP Help Desk (Chancellery) Phone ext 53356 or 9385 3356 Email: aphelp@unsw.edu.au OR Your local Divisional / Faculty Accounts Payable Dept UPK On-Line Training PeopleSoft is also the vendor for NewSouth Human Resources and NewSouth Student Administration. Other organisations call their implementation by different names. Eg: Uni of Sydney: SUHRF 2000 (Sydney University Human Resource Finance) ANU: Enterprise Solutions Project (ESP) Uni of Michigan: M-Pathways Uni of Southern Queensland: IBIS (Integrated Business Information System) Cornell University: Project 2000 Uni of Western Austr.: New Administration Systems & Applications (NASA) New York Uni: Finance Administration Made Easy (FAME) Look at the PeopleSoft website to see the list of customers.

Accessing Help Accessing Online PeopleBooks Help Help = PeopleBooks /

THANK YOU! janz@unsw.edu.au