Matching: The Relationship between Purchasing and Payables Jason Beitzel & Elizabeth Lemerande Friday, September 18, 2015 Oglethorpe F/G

Today’s Topics Matching Definition Setting up the Purchase Order Creating PO Vouchers Match Exceptions Queries Recommendations

What is Matching? Use the Matching process to compare vouchers with purchase orders and receiving documents Typically run by the Payables department Two types of Matching used in GeorgiaFIRST PeopleSoft Financials How does matching benefit your Institution?

Matching Options Two-Way Match: Voucher and Purchase Order – The Receiving Required option for the purchase order is set to Do Not Receive or Optional Three-Way Match: Voucher, Purchase Order and Receipt – The Receiving Required option is set to Required

Purchasing Responsibilities Receiving Options

Purchasing Responsibilities Matching Options

Creating PO Vouchers – Copy from source document

Creating PO Vouchers – Copy worksheet Creating Voucher using Worksheet option – Supplier Location and Address are pulled from the Supplier, NOT the PO The supplier or supplier location on the purchase order does not equal the supplier or supplier location on the voucher. – Adjust the Quantity or Amount BEFORE copying PO/Receipt into voucher

Creating PO Vouchers – Copy worksheet

Which option should I use? Use the Copy PO option…if fully vouchering all PO lines without making any changes. Use the Copy worksheet option…. – If the Invoice amount or quantity is different than the associated PO. – If you only want to voucher certain lines of a PO. – If copying in multiple PO’s to one voucher

Match Exceptions R500 – No receipts exist

Match Exceptions RULE_A100 - Receipt required for asset voucher – This rule replaced a PeopleSoft modification – Rule cannot be overridden

Overriding an Exception Overriding a match exception should be the exception…not the rule. Always research first before making decision to override a match exception. Location exceptions – Supplier/Loc not = PO Supplier/Loc If you determine that the final invoice price is less than the PO price. – Voucher Unit Price <> PO Unit Price + % Unit Tol

Finalizing PO Vouchers Finalize vouchers in an open accounting period – Buttons are not available if period is closed. Finalize at the header or distribution line level

Finalizing PO Vouchers

Match WorkBench

Batch Processes AP Batch processes run 3 times per day 10:00 am – new for 9.2 3:00 pm – new for 9.2 6:00 pm Vouchers are “in process” – Matching – Budget Checking – Doc Tolerance – Submit Voucher for Approval – Voucher Post

Helpful Queries Queries BOR_PO_OPEN_AMOUNT_BY_PO: Displays Open Encumbrances by PO ID BOR_PO_OPEN_AMOUNT_ALL: Displays All Open Encumbrances BOR_PO_NOT_RECEIVED: Displays PO Lines not yet received

Tips/Suggestions Open communication between Purchasing and Payables teams As you are creating PO’s, receipts and vouchers, consider the impact to both Purchasing and Payables. Reach out to other Institutions as needed If you’re questioning how to process a voucher, STOP! – If necessary, request Purchasing to correct PO Matching and/or Receiving settings

Questions/Feedback How would you say things are working overall in 9.2? Other questions? – –