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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.

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accounts payable 2 voucher entry and maintenance maintenance error correction overview
Accounts Payable 2: Voucher Entry and MaintenanceMaintenance (Error Correction) Overview
objectives
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
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
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
Accounts Payable Lifecycle – Error Correction

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Quick Invoice

Voucher Build Process

Find Error?

Resolve via Match Workbench

Yes

No

Find Error?

No

Budget Checking

Submit for Approval

Voucher PostingProcess

Matching

VoucherCreation**

Yes

No

**from PO/ Receipt or Direct Entry

Find Error?

UnPost Voucher

Find Error?

Update Voucher

UnMatch Voucher

Yes

Yes

No

Approve Voucher

Legend

Manual

SWIFT process

Only if PO-based

AP Lifecycle

ap error correction facts
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
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
slide11
Next…
  • It’s time to see how to correct errors on vouchers.