UNDERSTANDING

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UNDERSTANDING RESOLVING MATCH
EXCEPTIONS (eProcurement Purchasing
Fundamentals ii) Janz Reinecke Finance Program
Management Office
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Agenda

• NSF Overview
• Understanding the Matching Process
• Resolving Match Exceptions
• Changing Purchase Orders
• Useful Inquiries, Queries and Reports

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You should already know about

• Procure to Pay Process
• Creating eProcurement Requisitions Purchase
  Orders
• Approvals
• Dispatching
• Printing
• Receipting

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NS Financials Overview
No Commitment Control
Asset Management
eProcurement
Billing
Purchasing
Procurement Card
General Ledger
Accounts Receivable
Accounts Payable
Expenses
Budgeting (monthly interface from PeopleSoft
Expenditure
Encumbrance
Pre-encumbrance
Revenue
Debtors
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Procure to Pay Process
eProcurement Requisition (Orders from
eProcurement)
Req becomes a PO
Purchasing Purchase Order
Purchasing Receipt
Accounts Payable Voucher
Excl Travel, Bulk Orders, Services Freight
Tax Invoice from Vendor
Orders for non-eProcurement Vendors Bulk Orders
Accounts Payable Payment
Matching Process Match Exception
Pay run every Monday
Compares the Voucher to the PO to the Receipt

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What is the Matching Process?
? way match Services It is an automated nightly
process that compares the Vendors 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 Vendors Tax Invoice (Voucher) to the
Purchase Order to the Receipt to check that it
Matches, ie. 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.
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Procure to Pay Process
eProcurement Requisition (Orders from
eProcurement)
Req becomes a PO
Purchasing Purchase Order
Purchasing Receipt
Accounts Payable Voucher
Excl Travel, Bulk Orders, Services Freight
Tax Invoice from Vendor
Orders for non-eProcurement Vendors Bulk Orders
Accounts Payable Payment
Matching Process Match Exception
Pay run every Monday
Compares the Voucher to the PO to the Receipt

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Why Do We Use It?

• So that we are
• Only paying the quoted price for what hasbeen
  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

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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.

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Remember If there are any Match Exceptions
against a Voucher (Tax Invoice), the Vendor will
not get paid!
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Resolution Responsibility
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Resolving Match Exceptions
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Exception Examples

• Receipting mismatches
• Price mismatches
• Qty mismatches
• Other

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Resolving Receipting Match Exceptions
Receipting Examples
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.
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Resolving Price Match Exceptions
Price Examples
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.
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Resolving Qty Match Exceptions
Quantity Examples
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.
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Resolving Other Match Exceptions
Other Examples
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.
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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.
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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_USE
  R
• Beware of dates when using inquiry searches.

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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
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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.

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FUP_PO_RECEIPTS_NOT_INVOICED

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FUP_PO_RECEIPTS_NOT_INVOICED
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PO Activity Summary
Purchasing Purchase Orders Review PO
Information Activity Summary

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PO Activity Summary

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PO Activity Summary
ORDERED
RECEIVED
INVOICED
MATCHING
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PO Activity Summary
ORDERED 2 ITEMS
RECEIVED 2 ITEMS
BILLED FOR 1 ITEM
MATCH EXCEPTION
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FUP_MATCH_EXCEPTIONS_BY_BUYER
For Buyers FUP_MATCH_EXCEPTIONS_BY_BUYER
EXCEL
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
Your Vendor/Supplier Tax Invoice Number
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
The person in Accounts Payable you need to
communicate with
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
Your PO Details
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
Your PO status
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
The reason for the match exception
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
You
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FUP_MATCH_EXCEPTIONS_BY_BUYER
Vchr BU Voucher ID Vchr Ln Vndr
SetID Vendor Name Invoice ID Invoice Dt Acctg
Date Origin Vchr Creator Vchr Creator
PO BU PO ID PO Date PO Status PO Ln PO Sched PO
Ln Desc Recv BU Recv ID Recv Ln
Match Ctrl ID Match Rule ID Match Error Buyer
ID Buyer Name Email ID Vchr Qty PO Qty Recpt
Qty Vchr Price PO Price Match Status Comments
Match comparison
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FUP_PO_VCHR_PYMT
Is your order paid? FUP_PO_VCHR_PYMT
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FUP_PO_VCHR_PYMT
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Purchase Orders that have receipts recorded
against them but not invoiced to us by the Vendor
(partially or fully).
FUP_PO_RECEIPTS_NOT_INVOICED
Check the Procure to Pay lifecycle of your
Purchase Order.
Purchasing/Purchase Orders/Review PO
Information/Activity Summary
Match Exceptions by Buyer.
FUP_MATCH_EXCEPTIONS_BY_BUYER
Match Exceptions by Accounts Payable voucher
owner.
FUP_MATCH_EXCEPTIONS_BY_USER
The way to check your Purchase Order payment
information.
FUP_PO_VCHR_PYMT
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Changing Purchase Orders

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Changing Purchase Orders

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Changing Purchase Orders
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Accounts Payable Support

• General Inquiries Advice
• AP Help Desk (Chancellery)
• Phone ext 53356 or 9385 3356
• Email aphelp_at_unsw.edu.au
• OR
• Your local Divisional / Faculty Accounts Payable
  Dept
• OR
• UPK On-Line Training

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• THANK YOU!