UNDERSTANDING & RESOLVING MATCH EXCEPTIONS ( eProcurement & Purchasing Fundamentals ii)

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

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

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

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

5. 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 Accounts Payable Payment Matching Process Match Exception Pay run every Monday Compares the Voucher to the PO to the Receipt

6. PURCHASE ORDER PURCHASE ORDER RECEIPT TAX INVOICE TAX INVOICE What is the Matching Process? 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.     

7. 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 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 hasbeen 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. Resolution Responsibility

12. Resolving Match Exceptions

13. Exception Examples • Receipting mismatches • Price mismatches • Qty mismatches • Other

14. Resolving Receipting Match Exceptions Receipting Examples: 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. Resolving Price Match Exceptions Price Examples: 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. Resolving Qty Match Exceptions Quantity Examples: 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. Resolving Other Match Exceptions Other Examples: 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 queryFUP_MATCH_EXCEPTIONS_BY_BUYER • Accounts Payable queryFUP_MATCH_EXCEPTIONS_BY_USER • Beware of dates when using inquiry searches. /

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 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 Activity Summary

25. PO Activity Summary

26. PO Activity Summary ORDERED RECEIVED INVOICED MATCHING

27. PO Activity Summary ORDERED 2 ITEMS RECEIVED 2 ITEMS BILLED FOR 1 ITEM 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 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

30. FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator 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

31. FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator 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

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 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

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 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

34. FUP_MATCH_EXCEPTIONS_BY_BUYER Vchr BU Voucher ID Vchr Ln Vndr SetID Vendor Name Invoice ID Invoice Dt Acctg Date Origin Vchr Creator 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

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 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

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 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 /

37. FUP_PO_VCHR_PYMT Is your order paid? FUP_PO_VCHR_PYMT

38. FUP_PO_VCHR_PYMT /

39. 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 53356 or 9385 3356 Email: aphelp@unsw.edu.au OR Your local Divisional / Faculty Accounts Payable Dept OR UPK On-Line Training

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

45. THANK YOU!