Match Exceptions & Buyer
Reports
Finance Business Solutions
Shaleen Batra
Finance Business Solutions – User Support & Training
Agenda
•
What is Matching Process?
•
Why do we use Matching Process?
•
Resolving Match Exceptions
•
Why Buyer reports have been designed?
•
Buyer 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
•
Knowledge Base
•
Questions
What is Matching Process?


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)
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)
Goods Received
Purchase Order
Price & Qty
Qty
Price & Qty
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
Why do we use it?
PURCHASE
ORDER
So that we are:
RECEIPT
TAX INVOICE
•
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
Match Exception
A Match Exception will be generated where:
PURCHASE
ORDER
RECEIPT
•
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.
TAX INVOICE
Types of Match Exception
Receipting exceptions
Pricing exceptions
Qty exceptions
Other exceptions
Resolving Match Exceptions
Receipting Examples
Confirm that:
Action to take:
Remember:
1.
– 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 not been receipted.
1.
2.
All goods have been
received in working order.
Some of the goods were
damaged and returned to
the Vendor.
2.
Receipt all goods received (the match
exception will clear overnight).
Find out from the vendor if they are
going to replace the goods returned.
Goods have been partially receipted.
1. Balance of goods received
but not yet receipted.
2. Balance of goods have not
yet been delivered.
1. Receipt the goods received.
2. Find out from the vendor when they
intend to deliver the balance of the
goods.
– Advise Accounts Payable of the
action you have taken and/or
the actions they need to take.
Goods have been receipted twice.
1.
Confirm that there is one
order and two receipts.
1. Cancel one of the receipts (the match
exception will clear overnight).
– Advise Accounts Payable of the
action you have taken and/or
the actions they need to take.
Resolving Match Exceptions
Price Examples
Confirm that:
Action to take:
Remember:
The order amount does not match the receipted amount and/or the invoiced amount.
1. There was a price
increase since the
order was dispatched.
2. There was a discount
applied after the order
was dispatched.
3. We were overcharged.
4. The receipt for the
order was entered
incorrectly.
5. The invoice amount
was entered
incorrectly.
6. Matches are not all in
the same currency.
1. The vendor should honour the
– If the amount to be paid is
prices as quoted and you should
greater than the amount
request a credit from the
ordered AND the amount is
vendor.
outside your financial
delegation you should
2. Advise Accounts Payable of the
attach an approval e-mail
discount details and request that
from an appropriate
they pay the invoice.
approver.
3. Request a credit from the
– Chartfield distribution
vendor.
details are to be provided
4. Adjust the receipt and advise
for all price increases.
Accounts Payable of such.
– If payment for the PO is in
5. Request that Accounts Payable
full advise AP to finalise the
adjust the voucher.
PO.
6. Ensure all matches are entered
in the same currency.
Resolving Match Exceptions
Quantity Examples
Confirm that:
Action to take:
Remember:
Quantity on Order, Receipt and Invoice do not match.
1. The quantity ordered
was what was
receipted.
2. The quantity delivered
was what was billed.
3. The receipt was entered
correctly.
4. The invoice was entered
correctly.
1. If not contact the vendor and
resolve.
2. If not contact the vendor and
resolve.
3. If not adjust the receipt
appropriately.
4. 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.
Buyer Reports
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
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
2. If you have only partially received the goods/services
create a partial receipt
3. 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:
3.
‘PO has been receipted but not invoiced’
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
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.
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
Activity Summary
PO has been receipted but not
invoiced
You have received the goods/services that you ordered but we have not been
billed for them OR only partially billed.
ACTION
3.
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.
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 vendor POs, receipts and cross
reference with report:
‘Invoice Entered but No Receipt’
1.
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
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 –
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
Description: Information on PO Voucher and payment
Query Name: FUP_PO_VCHR_PYMT
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
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

•
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_Purchasing_FindBuyingNetw
ork.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
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
Questions
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