Match Exceptions & Buyer Reports

1. Match Exceptions & Buyer Reports Finance Business Solutions Shaleen Batra Finance Business Solutions – User Support & Training

2. Agenda • What is Matching Process? • Why do we use Matching Process? • Resolving Match Exceptions • Why Buyer reports have been designed? • Buyer Reports • Invoice Entered but no Receipt • Invoice Entered with Match Exception • PO has been receipted but not invoiced • PO has not been receipted or invoiced • Knowledge Base • Questions

3. What is Matching Process?    Purchasing Receipt Purchasing Purchase Order Accounts Payable Voucher Matching Process (runs every night) Matched 3 ways? Match Exception (payment stopped) Payrun (placed in next payrun) No Yes

4. Matching Process 3 way matching - is an automated nightly process that compares the Vendor’s Tax Invoice (Voucher) to both the Purchase Order and to the Receipt to check that it “Matches”, i.e. 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. A payment will not be processed until the match exception is resolved. Voucher (Vendor Tax Invoice) Price & Qty Goods Received Qty Purchase Order Price & Qty

5. What is Matching? • Order • Order • Receipt • Receipt • Vendor Invoice • Vendor Invoice • Matched + + = 2 boxes Paper $55.00 2 boxes Paper 2 boxes Paper $55.00 • Not Matched + + = 1 box Paper 2 boxes Paper $55.00 2 boxes Paper $55.00

6. PURCHASE ORDER RECEIPT TAX INVOICE 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

7. PURCHASE ORDER RECEIPT TAX INVOICE Match Exception • 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 $50 (whichever is the lowest). • If purchases requiring receipting have not been receipted. • Where the total quantity invoiced exceeds the ordered quantity on the Purchase Order And various other reasons: system related, data entry errors, etc.

8. Types of Match Exception • Receipting exceptions • Pricing exceptions • Qty exceptions • Other exceptions

9. Resolving Match Exceptions Receipting Examples

10. Resolving Match Exceptions Price Examples

11. Resolving Match Exceptions Quantity Examples

12. Buyer Reports

13. Why we designed Buyer Reports? • Raise buyer awareness – visibility of Open POs • Ensure vendor payments are not delayed • Reduce duplicated payments • Resolve Match exceptions as they occur • Reduce no. of open POs - encumbrances • Allow Buyers, Buying Network & AP to focus on problematic transactions • If the buyer has no transactions with matching criteria, they will not receive an email

14. Buyer Reports

15. Buyer Reports • Each buyer will receive a report via email – showing only transactions with their buyer ID • The buyer report will consist of the following 4 reports: • Invoice Entered but no Receipt • Invoice Entered with Match Exception • PO has been receipted but not invoiced • PO has not been receipted or invoiced

16. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services ACTION

17. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services • If you have received the goods/services create a receipt • If you have only partially received the goods/services create a partial receipt • If you have not received the goods/services: • - contact vendor to confirm order will be filled • confirm order is not a duplicate – check vendor POs, receipts and cross reference with report: • ‘PO has been receipted but not invoiced’ 3.

18. Invoice Entered with Match Exception 2. • Buyers will receive details of all Match Exceptions listed on the Buyer Reports • Buyers may also check these at any time using the Query: • FUP_MATCH_EXCEPTIONS_BY_BUYER.

19. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching ACTION

20. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching • Confirm Receipt details w/ PO and voucher • Activity Summary • Purchasing > Purchase Orders > Review PO Information >Activity Summary • OR • Document Status • Purchasing > Purchase Orders > Review PO Information >Document Status • DO NOT update the Purchase Order with the changed price or extra product lines once it has been invoiced - it • will re-dispatch if dispatch method is not changed to Print and cause problems with duplicate orders from • Vendors.

21. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching • Variances in Qty, Price or Vendor ID • Advise AP accordingly • &, if necessary : • Contact Vendor for correction to the invoice or shipment of remaining Qty

22. Activity Summary

23. PO has been receipted but not • invoiced 3. You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. ACTION

24. PO has been receipted but not • invoiced 3. • You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. • If you have received the invoice • - Fwd to Accounts Payable : invoiceap@unsw.edu.au • - Note the PO & Receipt IDs • - Incl. your B.Unit & Contact Details • Contact the Vendor to request Invoice • Confirm order is not a duplicate – check vendor POs, receipts and cross reference with report: • ‘Invoice Entered but No Receipt’ 1.

25. PO has not been receipted or • invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services ACTION

26. PO has not been receipted or • invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services • Confirm the order is Valid – • Not a duplicate – check vendor POs, receipts • Vendor was not paid by CC or other means • Cancel the Purchase Order if it is not required

27. Queries • Description: List PO Open Encumb by BU • Query Name: FUP_PO_OPEN_ENCUMB_BUYER • Description: Information on PO Voucher and payment • Query Name: FUP_PO_VCHR_PYMT

28. Queries

29. Knowledge Base http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_About.html

30. Knowledge Base • NS Financials Knowledge Base > Purchasing • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_PO.html • Purchase Requisitions • Purchase Orders • eProcurement Orders • Match Exceptions • Online Training Tool • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html • Quick Reference Guides • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html

31. Support & Guidance • Buying Network • Ext. 53330, Email - Buyingnetwork@unsw.edu.au • Find My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html • Accounts Payable • AP Help - Ext. 53356, Email - aphelp@unsw.edu.au • Payment of Invoices, Email- invoiceap@unsw.edu.au • Finance Website – Purchasing • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html • Purchasing Guidelines & Procedures • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.html • http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf

32. User Support & Training • Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html • Training Enquiries • Ext. 57665, 53550 Email fti@unsw.edu.au

33. Questions (Please complete our evaluation form ~ your feedback is important.)