State of Minnesota Statewide Integrated Financial Tools Accounts Payable 2: Voucher Entry and Maintenance Maintenance (Error Correction) Overview

Objectives  Define terms  Provide a general flow of the Accounts Payable lifecycle and where error correction occurs  Share general facts about error correction  Explore the Match Exception matrix

Definitions  Voucher Build: a process that receives information submitted to AP from agency AP subsystems and constructs a SWIFT voucher  Quick Invoice: a voucher created from Voucher Build Process  Match Workbench: a SWIFT page and processes that support matching error troubleshooting  Unmatch: required for error correction if a PO- based voucher  Unpost: required for all voucher error correction if the Voucher Post process has completed and accounting entries are prepared for the GL

Definitions (cont’d)  Deleting a voucher: allowed if voucher is unpaid; requires no involvement of vendor  Closing a voucher: only recourse if voucher has been paid and an error occurred. Offline agreement with vendor required around handling funds paid if one-time only payment. Also the method used to write off the payment

Accounts Payable Lifecycle – Error Correction Voucher Creation ** Manual SWIFT process AP Lifecycle Legend Submit for Approval Step 2Step 3 **from PO/ Receipt or Direct Entry Matching Budget Checking Step 4Step 5Step 1 Voucher Posting Process Only if PO-based Voucher Build Process Quick Invoice Find Error ? No Yes Update Voucher Find Error ? UnMatch Voucher Find Error ? UnPost Voucher No Yes Approve Voucher Find Error ? No Resolve via Match Workbench Yes No Step 6

AP Error Correction Facts  If errors occur, the payment will not be made.  Errors must be corrected before the voucher moves to the next step of the Voucher Lifecycle.  Check with your SWIFT Project Manager or Readiness Coordinator to see who has access to the Match Workbench. Or navigate to the Workbench to see if you can get in.  Only those with supervisory-level access can unpost a voucher.  Only a few MMB staff can perform budget overrides.

AP Error Correction Facts (cont’d)  Match Exceptions to Route to Buyers:  No receipt found  PO dates not matching  A Match Exception matrix is available to inform:  How to resolve common errors  Who is responsible -- Voucher Entry or Buyer  The 2 most common ways to correct a budget error:  Route it to a different Chartfield string  Add more money to the budget

Match Exception Matrix page 1

Match Exception Matrix page 2

Match Exception Matrix page 3

Next…  It’s time to see how to correct errors on vouchers.