Buyer Reports
(An Introduction)
Finance Business Solutions
Agenda
• Why has this report been
developed?
• Distribution and Schedule
• What is matching?
• Buyer Report
1. Invoice Entered but no Receipt
2. Invoice Entered with Match Exception
3. PO has been receipted but not invoiced
4. PO has not been receipted or invoiced
• Knowledge Base
• Questions
Why?
• 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
Distribution & Schedule
Starts
Frequency
22 March 2013
Weekly
If the buyer has no transactions
with matching criteria, they
will not receive an email
What is Matching?


Purchasing
Purchasing
Purchase Order
Receipt

Accounts Payable
Voucher
Matching Process
(runs every night)
Matched 3 ways?
Match Exception
(payment stopped)
No
Yes
Payrun
(placed in next payrun)
What is Matching?
Order
2 boxes
Paper
$55.00
Receipt
+
Order
2 boxes
Paper
$55.00
2 boxes
Paper
+
Receipt
+
1 box
Paper
+
Vendor
Invoice
2 boxes
Paper
$55.00
Vendor
Invoice
2 boxes
Paper
$55.00
=
=
Matched
Not
Matched
Buyer Reports
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:
1. Invoice Entered but no Receipt
2. Invoice Entered with Match Exception
3. PO has been receipted but not invoiced
4. PO has not been receipted or invoiced
Invoice Entered but No
Receipt
The supplier has billed us for your
Purchase Order but you have not confirmed
that you have received the goods/services
ACTION
1.
Invoice Entered but No
Receipt
The supplier has billed us for your
Purchase Order but you have not confirmed
that you have received the goods/services
1. If you have received the goods/services
create a receipt
1.
Invoice Entered but No
Receipt
The supplier has billed us for your
Purchase Order but you have not confirmed
that you have received the goods/services
1. If you have received the goods/services
create a receipt
2. If you have only partially received the
goods/services create a partial receipt –
(invoiced for goods received)
1.
Invoice Entered but No
Receipt
The supplier has billed us for your
Purchase Order but you have not confirmed
that you have received the goods/services
1. If you have received the goods/services
create a receipt
2. If you have only partially received the
goods/services create a partial receipt
3. If you have not received the
goods/services:
- 3.contact vendor to confirm order will
be filled
- confirm order is not a duplicate –
1.
Invoice Entered with Match
Exception
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.
2.
Invoice Entered with Match
Exception
2.
You raised a Purchase Order which failed 3
way matching
ACTION
Invoice Entered with Match
Exception
2.
You raised a Purchase Order which failed 3
way matching
1. 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
Invoice Entered with Match
Exception
2.
You raised a Purchase Order which failed 3
way matching
Variances in Qty, Price or Vendor ID
2. Advise AP accordingly
&, if necessary :
3. Contact Vendor for correction to the
invoice or shipment of remaining Qty
PO has been receipted but not3.
invoiced
You have received the goods/services that
you ordered but we have not been billed
for them OR only partially billed.
ACTION
PO has been receipted but not3.
invoiced
You have received the goods/services that
you ordered but we have not been billed
for them OR only partially billed.
1. 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
PO has been receipted but not3.
invoiced
You have received the goods/services that
you ordered but we have not been billed
for them OR only partially billed.
1. 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
2. Contact the Vendor to request Invoice
PO has been receipted but not3.
invoiced
You have received the goods/services that
you ordered but we have not been billed
for them OR only partially billed.
1. 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
2. Contact the Vendor to request Invoice
3. Confirm
order is not a duplicate – check
1.
vendor POs, receipts and cross reference
with report:
‘Invoice Entered but No Receipt’
PO has not been receipted or 4.
invoiced
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
PO has not been receipted or 4.
invoiced
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 –
1. Not a duplicate – check vendor POs,
receipts
PO has not been receipted or 4.
invoiced
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 –
1. Not a duplicate – check vendor POs,
receipts
2. Vendor was not paid by CC or other means
PO has not been receipted or 4.
invoiced
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 –
1. Not a duplicate – check vendor POs,
receipts
2. Vendor was not paid by CC or other means
3. Cancel the Purchase Order if it is not
required
Queries
Description:
List PO Open
Encumb by BU
Query Name:
FUP_PO_OPEN_ENCUMB_BUYER
Queries
Knowledge Base
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_About.html
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
Support & Guidance
• Buying Network
Ext. 53330, Email - Buyingnetwork@unsw.edu.au
Find My Buying Network http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasin
g_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_Purchasin
g.html
• Purchasing Guidelines & Procedures
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasi
ng_Guidelines.html
http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf
User Support & Training
Questions?
• Finance Website – Training
https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Tr
aining.html
• Training Enquiries
Rohin Whitford, Finance Trainer
Ext. 53550, Email fti@unsw.edu.au