UNDERSTANDING & RESOLVING
MATCH EXCEPTIONS
(eProcurement & Purchasing Fundamentals ii)
Janz Reinecke
Finance Program Management Office
Agenda
NSF Overview
Understanding the Matching Process
Resolving Match Exceptions
Changing Purchase Orders
Useful Inquiries, Queries and Reports
You should already know about …
Procure to Pay Process
Creating eProcurement Requisitions & Purchase Orders
Approvals
Dispatching
Printing
Receipting
NS Financials Overview
* No Commitment Control
eProcurement
Procurement
Card
Asset
Management *
Billing
Purchasing
General Ledger
Expenses
Expenditure
Encumbrance
Pre-encumbrance
Revenue
Debtors
Accounts
Receivable *
Accounts
Payable
Budgeting
(monthly interface
from PeopleSoft
Procure to Pay Process
eProcurement
Requisition
(Orders from
eProcurement)
Req becomes a PO
Purchasing
Purchasing
Accounts Payable
Purchase Order
Receipt
Voucher
Orders for noneProcurement Vendors &
Bulk Orders
Excl Travel, Bulk Orders,
Services & Freight
Tax Invoice from Vendor
Accounts Payable
Payment
Pay run every Monday
Matching
Process
Match
Exception
Compares the Voucher to
the PO to the Receipt
What is the Matching Process?
 way match – Services
PURCHASE
ORDER
TAX INVOICE
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.


PURCHASE
ORDER
RECEIPT
TAX INVOICE


If there are any discrepancies, NS Financials generates a “Match
Exception” which needs to be manually followed up and resolved.

Procure to Pay Process
eProcurement
Requisition
(Orders from
eProcurement)
Req becomes a PO
Purchasing
Purchasing
Accounts Payable
Purchase Order
Receipt
Voucher
Orders for noneProcurement Vendors &
Bulk Orders
Excl Travel, Bulk Orders,
Services & Freight
Tax Invoice from Vendor
Accounts Payable
Payment
Pay run every Monday
Matching
Process
Match
Exception
Compares the Voucher to
the PO to the Receipt
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
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.
Remember:
If there are any Match Exceptions against
a Voucher (Tax Invoice),
the Vendor will not get paid!
Resolution Responsibility
Purchasing Staff / Buyers
Identifying match exceptions, liaising
with the Vendor(s), providing
instructions to Accounts Payable as to
what to do to clear them.
Approvers will also get involved if:
– the total PO amount including any
additional funds required now exceeds
the Buyer’s financial delegation
– additional funds are required and the
total PO amount exceeds $2000 (part of
your responsibility for having financial
delegation)
Accounts Payable Staff
Resolving Match Exceptions once
instructions from the Buyer or
approver are received, e.g.:
– override the match exception with
reason(s)
– modify the voucher as required
– Resolving Match Exceptions which are
system or data entry error related
which the Buyer cannot fix
themselves.
Resolving Match Exceptions
Purchasing Staff / Buyers
Accounts Payable Staff
Run your query every week
(suggest Wednesdays) to identify
your orders with match exceptions.
Run query every day to identify your
vouchers with match exceptions.
Review Order to Receipt to
Invoice and identify the exception
reason by using the PO Activity
Summary.
Review Invoice entry accuracy and if
necessary make adjustments to the
voucher.
Take the necessary action.
Contact the Buyer to ask for an update
and manually override exceptions for
additions or wait for change order or
receipt entry exceptions to be resolved
overnight.
Advise Accounts Payable of
action taken and/or actions to be
taken by them.
Always cut and paste the email details
received from Buyers/Approvers into the
Voucher comments or into the override
reason page (for audit tracking
purposes)
Exception Examples
•
Receipting mismatches
•
Price mismatches
•
Qty mismatches
•
Other
Resolving Receipting Match Exceptions
Receipting Examples:
Confirm that:
Action to take:
Remember:
Goods have not been receipted.
1. All goods have been
received in working
order.
2. Some of the goods were
damaged and returned
to the Vendor.
1. Receipt all goods received
(the match exeption will
clear overnight).
2. Find out from the vendor if
they are going to replace
the goods returned.
– 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 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.
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.
Resolving Price 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.
1.
The vendor should honour the
prices as quoted and you should
request a credit from the vendor.
2.
There was a discount
applied after the order
was dispatched.
2.
Advise Accounts Payable of the
discount details and request that
they pay the invoice.
3.
We were overcharged.
3.
Request a credit from the vendor.
4.
The receipt for the order
was entered incorrectly.
4.
Adjust the receipt and advise
Accounts Payable of such.
5.
The invoice amount was
entered incorrectly.
5.
Request that Accounts Payable
adjust the voucher.
6.
Matches are not all in
the same currency.
6.
Ensure all matches are entered in
the same currency.
–
If the amount to be paid is
greater than the amount
ordered AND the amount is
outside your financial
delegation you should attach
an approval e-mail from an
appropriate approver.
–
Chartfield distribution details
are to be provided for all price
increases.
–
If payment for the PO is in full
advise AP to finalise the PO.
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.
Resolving Qty 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.
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.
Resolving Other Match Exceptions
Other Examples:
Confirm that:
Action to take:
Remember:
UOM on invoices doesn’t match UOM on reciept or invoice.
Identify which UOM is
correct.
Advise AP of the correct UOM.
– Advise Accounts Payable
of the action you have
taken and/or the actions
they need to take.
Contact aphelp@unsw.edu.au (or
your local AP representative).
– Advise Accounts Payable
of the action you have
taken and/or the actions
they need to take.
System error.
The order matches the
receipt and the receipt
matches the invoice.
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.
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.
Reports and Inquiries
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 query FUP_MATCH_EXCEPTIONS_BY_BUYER
Accounts Payable query FUP_MATCH_EXCEPTIONS_BY_USER
Beware of dates when using inquiry searches.
/
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
/
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.
FUP_PO_RECEIPTS_NOT_INVOICED
FUP_PO_RECEIPTS_NOT_INVOICED
/
PO Activity Summary
Purchasing
Purchase Orders
Review PO Information
Activity Summary
PO Activity Summary
PO Activity Summary
ORDERED
RECEIVED
INVOICED
MATCHING
PO Activity Summary
ORDERED
2 ITEMS
RECEIVED
2 ITEMS
BILLED FOR
1 ITEM
MATCH
EXCEPTION
/
FUP_MATCH_EXCEPTIONS_BY_BUYER
For Buyers:
FUP_MATCH_EXCEPTIONS_BY_BUYER
EXCEL
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Comments
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Your Vendor/Supplier Tax
Invoice Number
Comments
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
The person in Accounts
Payable you need to
communicate with
Comments
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Comments
Your PO Details
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Comments
Your PO status
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
The reason for the match
exception
Comments
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Comments
You
FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU
PO BU
Match Ctrl ID
Voucher ID
PO ID
Match Rule ID
Vchr Ln
PO Date
Match Error
Vndr SetID
PO Status
Buyer ID
Vendor
PO Ln
Buyer Name
Name
PO Sched
Email ID
Invoice ID
PO Ln Desc
Vchr Qty
Invoice Dt
Recv BU
PO Qty
Acctg Date
Recv ID
Recpt Qty
Origin
Recv Ln
Vchr Price
Vchr Creator
PO Price
Vchr Creator
Match Status
Comments
Match comparison
/
FUP_PO_VCHR_PYMT
Is your order paid?
FUP_PO_VCHR_PYMT
FUP_PO_VCHR_PYMT
/
Purchase Orders that have receipts
recorded against them but not invoiced
to us by the Vendor (partially or fully).
Check the Procure to Pay lifecycle of
your Purchase Order.
Match Exceptions by Buyer.
Match Exceptions by Accounts
Payable voucher owner.
The way to check your Purchase Order
payment information.
FUP_PO_RECEIPTS_NOT_INVOICED
Purchasing/Purchase Orders/Review
PO Information/Activity Summary
FUP_MATCH_EXCEPTIONS_BY_BUYER
FUP_MATCH_EXCEPTIONS_BY_USER
FUP_PO_VCHR_PYMT
/
Changing Purchase Orders
Changing Purchase Orders
Changing Purchase Orders
//
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
Accessing Help
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Help = PeopleBooks
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