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

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

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

4. 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

5. 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 (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

6.  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   

7. 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 (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

8. 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

9. 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.

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

11. 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.

12. 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 details received from Buyers/Approvers into the Voucher comments or into the override reason page (for audit tracking purposes)

13. Exception Examples Receipting mismatches Price mismatches
Qty mismatches
Other

14. 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.

15. 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 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.

16. 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.

17. 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 (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.

18. 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.

19. 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

20. 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 /

21. 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.

22. FUP_PO_RECEIPTS_NOT_INVOICED

23. FUP_PO_RECEIPTS_NOT_INVOICED/

24. PO Activity Summary Purchasing Purchase Orders Review PO Information

25. PO Activity Summary

26. PO Activity Summary
ORDERED
RECEIVED
INVOICED
MATCHING

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

28. FUP_MATCH_EXCEPTIONS_BY_BUYER
For Buyers:
FUP_MATCH_EXCEPTIONS_BY_BUYER
EXCEL

29. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments

30. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
Your Vendor/Supplier Tax Invoice Number

31. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
The person in Accounts Payable you need to communicate with

32. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
Your PO Details

33. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
Your PO status

34. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
The reason for the match exception

35. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
You

36. 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 ID
Vchr Qty
PO Qty
Recpt Qty
Vchr Price
PO Price
Match Status
Comments
Match comparison /

37. FUP_PO_VCHR_PYMT
Is your order paid?
FUP_PO_VCHR_PYMT

38. FUP_PO_VCHR_PYMT /

39. / 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 /

40. Changing Purchase Orders

41. Changing Purchase Orders

42. Changing Purchase Orders//

43. Accounts Payable Support
General Inquiries & Advice:
AP Help Desk (Chancellery)
Phone ext or 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 (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.

44. Accessing Help
Accessing Online PeopleBooks Help
Help = PeopleBooks /

45. THANK YOU!