Purpose/Need Statement Matching Overview Matching Pre-Requisites... 5

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1 TABLE OF CONTENTS Purpose/Need Statement... 2 Matching Overview... 2 Matching Pre-Requisites... 5 Matching Configurations Set Up... 7 Match Rules... 7 Purchasing Definition Payables Definition Define User Preferences Business Process Descriptions Access and Security Update/Verify User Preference to Allow the Un-Matching Functionality Steps for the System Creating POs with Matching Turning Off Matching Tolerance Levels Label Matching POs as Amount Only Run Match Process and Review Match Exceptions Run Match Process View Voucher to verify Voucher Matched to Purchase Order View Match Workbench to verify Voucher Matched to Purchase Order Match Workbench Overview View and Resolve Match Exceptions How to Un-Match a PO from a Voucher Revision Control of 43

2 Purpose/Need Statement The purpose of this document is to provide an overview of Matching and the handling of Match Exceptions by Buyers and/or Accounts Payable Clerks. It also provides Matching Configuration. Matching Overview Matching is PeopleSoft s method for ensuring an organization s payments are released to its Suppliers only when a particular criteria is met. If a purchase order is flagged for matching, the matching process can perform three types of comparisons: 1. Two-way matching - Compares Vouchers and Purchase Orders. Most common. 2. Three-way matching - Compares Vouchers, Purchase Orders, and Receipts. 3. Four-way matching - Compares Vouchers, Purchase Orders, Receipts, and Inspections. Exceptions are encountered when the comparisons violate the match rules, as defined by each campus. Match rules control spend and provide appropriate visibility into buying practices. These rules are campus specific and are determined during the gathering requirements sessions. They are set up individually during the configuration process. Below are the available match rules. The rules highlighted in green are the most common and are more applicable to 2-way matching. The other rules relate more to 3-way and 4- way matching. Rule ID Short Description Long Description Example RULE_E100 Extended Price Tolerance. The voucher extended price exceeds the purchase order extended price plus or minus (+/-) the extended price tolerance, and the tolerance is not equal to (<>) 0. QTY = 10, Total line = $100, Tolerance $5, Voucher line price = $110, exception created. RULE_E200 Extended Price % Tolerance. The voucher extended price exceeds the purchase order extended price plus or minus the extended price percentage tolerance, and the tolerance does not equal 0. QTY = 10, Total line = $100, Tolerance 5%, Voucher line price = $110, exception created. 2 of 43

3 RULE_H200 RULE_L100 Voucher Supplier/Loc<>PO Supplier/Loc. Voucher item <> PO item. RULE_P100 Voucher Unit Price <> PO Unit Price (No Tolerance). The Supplier on the purchase order does not equal the Supplier on the voucher. The item on the voucher line does not equal the item on the purchase order line. The voucher price does not equal the purchase order price when the unit price percentage and price amount tolerances are 0. Vend-1 on PO1, Clerk adds Vend-2 on the Voucher for PO1, exception created. PO2 line 1 has lift1. PO2 is copied to the voucher. PO2 line 1 on the voucher now has the item of lift2 as the invoice states, exception created. O tolerance allowed on the category and/or item. PO3 line 1 has 2 items at $20. Voucher is created for PO3 line 1 with 2 items at $22, exception created. RULE_P400 Voucher Unit Price <> PO Unit Price + % Unit Tol. The price percentage tolerance does not equal 0, and the voucher price (converted to the purchase order UOM) does not fall within the purchase order price range (calculated using price percentage tolerance). 10% tolerance allowed on the category and/or item. PO3 line 1 has 2 items at $20. Voucher is created for PO3 line 1 with 2 items at $23, exception created. RULE_P500 Voucher Unit Price <> PO Unit Price + Unit Price Tolerance. The unit price tolerance does not equal 0, and the voucher price does not fall within the purchase order price range. RULE_R500 No receipts found. The Matching process could not find any receipts for the $1 tolerance allowed on the category and/or item. PO3 line 1 has 2 items at $20. Voucher is created for PO3 line 1 with 2 items at $23, exception created. PO4 line 1 has 1 item with 3 of 43

4 purchase order specified on the voucher line that were available for matching. receiving required checked. Voucher is created against the PO4 line 1 and the item has not been received in the system, exception created. RULE_R600 No receipt found, but unmatched ones exist. The Matching process found receipts for this purchase order that were available for matching but could not make an association to the voucher line using any of the document association criteria. PO5 line 1 item A has been received in the system. Voucher for PO5 line 1 is entered. Item is changed on the voucher, exception created. RULE_R900 Total voucher received quantity > Accepted Qty. The total quantity received (including across all voucher lines and previously matched receivers) exceeds the accepted quantity on the receiver. PO5 line 1 quantity 10, Receipt quantity 12, and Voucher quantity 12, and tolerance 10%, exception created. RULE_R950 Voucher Quantity greater that Assoc. Receipt Qty. The quantity on the voucher line exceeds the remaining unmatched quantity on the associated receipt(s). PO6 line1 quantity 10, receipt quantity 5, voucher quantity 10, exception created. RULE_V200 Life to Date > PO Amount. The receiving percentage tolerance does not equal 0, and the total quantity vouchered (including previously matched vouchers) exceeds the quantity on the purchase PO7 line 1 quantity 10, Receipt quantity 11, Voucher quantity 12, Receiving tolerance 5%, 4 of 43

5 order plus the allowed overreceiving quantity. exception created. RULE_V300 Life to Date Voucher Amount > PO Amount The receiving tolerance is 0 and the total quantity vouchered (including previously matched vouchers) exceeds the quantity on the purchase order. An exception is not generated for an amountonly purchase order or nonpurchase order receipt. PO8 line 1 quantity 10, Receipt 10, Voucher 8 quantity 5, Voucher 9 quantity 6, Receipt tolerance 0, and exception created. Matching Pre-Requisites Once a campus expresses an interest in Matching, a Gathering Requirements session will be scheduled by the SFS Team. The below will be discussed. 1. Select Match Rules. (Campus Specific) 2. Tolerance level defaults. (Global) Tolerances are Global. Consensus among campuses is required to change either the % or $$$ tolerances per category. The current % and $$$ tolerance defaults are 5% and $50, respectively. These tolerances are stored and populated on the categories and become effective, once the category is added to the PO line item. Tolerance levels can be changed on an individual PO basis. 3. Match Exception Ownership (Buyers or AP) determined. a. What group will manage the match exception process? Campus develops a Business Process, taking into consideration the campus needs and available resources. 4. Match Exception Override Capability a. Campus decides who should have the authority to override exceptions. b. User preference update by Campus BU Admin or UW Problemsolvers. 5. Access to the Match Workbench and Matching Process is security role driven. An individual must have access to the Matching pages, which are included in the below roles. Individuals with either role will be able to monitor and facilitate the 5 of 43

6 resolution of match exceptions. AP and PO staff should have access to these roles. If not, the completion and submission of a security form is required. a. UW_UNV_PO_POWER_USER b. UW_UNV_AP_PAY_CYCLE_MANAGER 6. Once the above has been determined, the SFS Team completes the Matching configurations in the SFS test environments. 7. SFS Team facilitates testing and training. When the campus is comfortable moving to production, they should provide a rollout date to the SFS Team. Per the roll out date, Matching is moved to production and a Go Live communication is distributed. 8. Purchase orders created from scratch will automatically be flagged for matching. As the number of matching PO s increase, you will be able to use the copy function to create matching PO s. You cannot create a matching PO by copying from a PO without Matching. You cannot convert a non-matching PO to Matching. Existing PO s will not convert to Matching when a Campus goes Live. Matching can be turned off on an individual PO basis. 6 of 43

7 Matching Configurations Set Up The first configuration is the creation of the Match Control Rules by institution. If this has not already been set up, create for each institution. The Set ID will be SHARE. Match Rules Set Up Financials/Supply Chain > Product Related > Procurement Options > Vouchers > Match Rule Control 1) Type in Set ID - SHARE and Click on Add a New Value. 2) Type in Match Rule. It can be BU Name, i.e. UWSYS, UWMSN 3) Click Add 7 of 43

8 4) Fill in required information and Click Populate Rules. 5) Select View All, to display rules. The first set of rules cannot be deleted. Page down and see the remaining Match Rules. 8 of 43

9 6) Check under the Delete column next to the rules you do not want to be a part of the Matching Process. There will be a lot you want to delete. Take your time and be careful. Keep blank the ones you want to include and use the drop down under If Rule is True Take Action column and select Exception. Right now, only 6 rules are being used by the three campuses currently on Matching. More rules can be added, as needed. 7) Review your selections and exclusions. If you are OK with everything, click Delete Rules at the bottom of the screen. 8) Click Save 9 of 43

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11 Purchasing Definition Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Definition 1) Select Business Unit and click Search. 2) Click Matching hyperlink 11 of 43

12 3) Check Requires Matching and Use drop down to select Match Rule name. 4) Click OK 5) The main page will display. Click 12 of 43

13 Payables Definition Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Definition 1) Go to the Matching Tab 13 of 43

14 2) Use the magnifying glass to enter STANDARD for Document Association and make sure both boxes are checked. 3) Click 14 of 43

15 Define User Preferences These updates will be needed for users viewing and resolving Match Exceptions. Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences 1) Enter user EMPL ID and click Search 2) Click Overall Preference link 15 of 43

16 3) Enter Business Unit and Set ID if not populated. Click Save when completed. 4) Click User Preference tab and click the Procurement hyperlink 16 of 43

17 5) Click Payables Online Vouchering 6) Use the magnifying glass for Origin, to select the Origin related to AP and/or PO. It will vary by BU. 7) Check Authority to Override Match, if user is authorized to override 8) Check other items indicated below 9) Click OK at the bottom of the Payables Online Voucher page 17 of 43

18 Business Process Descriptions Process Description Business Process - Match Exception Handling System Errors (S210) System rules are checked regardless of the type of match. If a system error is encountered, no further checks are processed against the voucher until the system error is resolved. The steps below describe the business process to correct an invalid PO status error. 1. If the PO status is unapproved, approve the PO. 2. If the PO is not dispatched, execute the dispatch process. Note: Once the PO status is dispatched, the S210 error will be resolved during the next matching process run. Note: If a system error other that S210 is encountered, the Functional team should contact Applications Development & Integration as data integrity errors may exist. Business Process Match Exception Handling Pricing Related Exceptions The steps below describe the business process to correct matching errors related to pricing discrepancies. 1. The buyer (TBD) accesses their worklist or the Match Workbench to view valid match exceptions. 2. The buyers (TBD) evaluates the PO associated with the pricing error and completes the required research to determine what the correct price should be. 3. The buyer (TBD) takes the appropriate actions as follows: a. If the purchase order price is correct, the buyer (TBD) advises the AP clerk (TBD) to short pay (TBD) the invoice. b. If the voucher price is correct the buyer (TBD) will update the PO with the correct price or enter comments on the Override Reason page and override the exception. c. If the correct price is different than either the purchase order or voucher price: i. The buyer (TBD) will verify the correct amount. 18 of 43

19 ii. The buyer (TBD) will contact the AP clerk (TBD) to update the voucher amount. iii. Matching will run, the buyer (TBD) will update the PO price or override the new exception. Business Process Match Exception Handling No Receipts. The steps below describe the business process to resolve 3-Way Match receiving match exceptions. 1. The AP clerk (TBD) accesses their worklist or the Match Workbench to view valid match exceptions. 2. The AP clerk (TBD) will contact receiving to verify receipt of goods. 3. If the goods are located, the Receiver (TBD) will enter a receipt into PeopleSoft. 4. If the goods are not located, the AP clerk (TBD) will contact the Supplier for proof of delivery. 5. Once proof of delivery is provided, the AP clerk (TBD) will contact receiving (TBD) and request that the purchase order line(s) are received. Business Process Match Exception Handling Quantity Related Exceptions. The steps below describe the business process to correct matching errors related to quantity discrepancies. 1. The AP clerk (TBD) accesses their worklist or the Match Workbench to view valid match exceptions. 2. The AP clerk (TBD) evaluates the PO and receipt associated with the quantity error and completes the required research to determine what the correct quantity should be. 3. The AP clerk (TBD) takes the appropriate action as follows. a. If the purchase order and receipt quantity are correct, the AP clerk (TBD) will short pay (TBD) the invoice. b. If the purchase order quantity and voucher quantity are correct, and the receipt quantity is incorrect, the AP clerk (TBD) will advise Receiving (TBD) to update the receipt quantity and/or accept quantity. 19 of 43

20 Access and Security Security will be role based and controlled with permission lists. Only users assigned to the specific roles will have access to the Match Workbench. The below roles have access to the Match Workbench Buyer AP Clerk UW_UNV_PO_POWER_USER UW_UNV_AP_PAY_CYCLE_MANAGER Additionally, authority to override Match Exceptions is granted based on User Preferences. Update/Verify User Preference to Allow the Un-Matching Functionality 1) Go to the Define User Preferences page. Navigator: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences 2) Enter User ID and Click Search 3) Click Process Group 20 of 43

21 4) Verify Match Source Transactions are in User Preferences. If not added, Click + to add all 3 Matching Source Transactions. The Process Group for all 3 transactions should be MATCHING. a. Source Transactions to Add i. MTCEXPN ii. MTCHEXPTN iii. MTCOVRD b. Process Group for all 3 Transactions i. MATCHING 21 of 43

22 5) Click Save 6) User should now be able to un-match a voucher from a purchase order. 22 of 43

23 Steps for the System Creating POs with Matching Once Matching is turned on, created PO s will be flagged as matching and the tolerance level fields will be populated automatically. There is nothing more you need to do to have the PO run through the matching process once the Voucher is created. Turning Off Matching Matching can be turned off on an individual PO basis. Matching cannot be turned off if a voucher has been created against the PO. To turn off matching, follow the below steps. 1. Access PO from the Add/Update Express POs page from the Buyer WorkCenter or through the below navigation. Navigator: Purchasing > Purchase Orders > Add/Update Express POs 23 of 43

24 2. Click Expand All 3. Click on the Schedule Icon 4. Click the Matching Controls carrot to expand the Matching Controls. 5. Select Don t Match from the Matching drop down. 6. Click to Return to the Main Page. 7. Click and continue your normal PO process. 24 of 43

25 Tolerance Levels The defaulted tolerance levels can be changed on an individual PO basis. To make this update, follow the below instructions. 1. If not already on the page, follow the path below to access the Add/Update PO s page. Navigator: Purchasing > Purchase Orders > Add/Update Express POs 2. Click Expand All at the bottom of the page. 3. Click the Schedule Icon. 4. Click the Matching Controls carrot to expand the Matching Controls. 25 of 43

26 5. The tolerance levels will already be populated with the global defaults. 6. To modify, go to the fields and override what s populated with the desired amounts. 7. Click to return to the Main Page. 8. Click and continue your normal PO process. 26 of 43

27 Label Matching POs as Amount Only The Buyer is responsible for labeling Match POs as Amount Only. This eliminates false Match Exceptions. Amount Only POs will have a quantity of 1. To change a PO to Amount Only navigate to the Add/Update Express page. Navigation: Purchasing > Purchase Orders > Add/Update Express POs 1. From the Add/Update PO Express page, click the Line Details button to view the Details for Line page. 27 of 43

28 2. Click the carrot to expand the Attributes 3. Check the box next to Amount Only 4. Click. 5. A message will appear confirming you are OK with a PO quantity of 1, select. 6. The Main Purchase Order page will be displayed. 7. Click 8. Complete the PO entry process as normal. 28 of 43

29 Run Match Process and Review Match Exceptions Run Match Process The steps below describe the business process associated with running the Matching Process, once the Voucher is created. This step is needed, only if you want to run the match process immediately, and cannot wait on the nightly batch run. Effective March 2017 Matching Process was added to nightly Maestro job. If there is a need to run the Match Process immediately, the match process can be run manually. The steps below describe the business process associated with running the Matching Process, once the Voucher is created. 1. Go to the Match Request Page using the below navigation. Navigator: Accounts Payable > Batch Processes > Vouchers > Matching 2. The Match Request page will be displayed. Create or select a Run Control ID. 29 of 43

30 3. The Run Control Page will appear. 4. Enter Run Control Parameters. 5. Enter Business Unit and Voucher ID 6. Click 7. Click 30 of 43

31 8. The Process Name is AP_MATCH. Once the Run and Distribution Status runs to Success Posted, the match process is complete. 9. Verify voucher was matched, by viewing the Voucher or navigating to the Match Workbench. 31 of 43

32 View Voucher to verify Voucher Matched to Purchase Order Navigate back to the Voucher Summary Page to verify Match Status is Matched. Navigator: Accounts Payable > Vouchers > Add/Update > Regular Entry View Match Workbench to verify Voucher Matched to Purchase Order Navigate to Match Workbench Navigator: Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench Select Match Exceptions Exist from the Match Status field, and click Search. If no search results, the Match Exception has been resolved. 32 of 43

33 Match Workbench Overview The steps below describe the business process of reviewing the Match Status from the Match Workbench Page. Access the Match Workbench from the Buyer WorkCenter or through navigation. Navigator: Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench Match Status Options: - Manually Overridden - Match Dispute - Match Exceptions Exist - Matched - Overridden Credit Note - To Be Matched Enter Search criteria, select the Match Status, and click Search. If the search criteria yields no results, no values met your search criteria. For example if Match Status of Match Exceptions Exists was selected, and no values appeared, there were no Match Exceptions. In other words Purchase Orders and Vouchers matched within the tolerance levels. 33 of 43

34 View and Resolve Match Exceptions 1. Select Match Exceptions from the Match Status drop down, and Click Search 2. If Match Exceptions exists, they will be displayed in the Search Results. 3. Click the voucher hyperlink to display the Voucher page. If Match Status is Exceptions, match exception exists. 34 of 43

35 4. Click from the Match Workbench or the Exceptions link from the Voucher Summary page to go to the Match Exception Workbench Details page. 5. In this example, there are match exceptions based on the Voucher and PO price. PO price is 6000 and Voucher price is For more details, click the Line Document Details link. 7. Click the Icon(s) under Details column, to view the violated Match Rules. 35 of 43

36 Line Document Details Match Rule Details The view of the details explains what caused the match exception. Go to the next section for options to resolve the Match Exceptions. 36 of 43

37 Options to Resolve Match Exceptions There are 3 Options to Resolve Match Exceptions - Buyer completes a Change Order for the required updates o Buyer Updates PO with new price - AP contacts the Supplier for an updated invoice o AP cancels existing voucher and creates new voucher with updated information. - Override the Match Exception (Have to override authority to complete this option) Steps to Override a Match Exception - Go to the Match Exception Workbench Details page - Select Override from the Voucher Match Action drop down - Select Override from the Voucher Line Match drop down - Click Apply on both Actions - Click Save - Select Matching from the Action menu at the bottom of the screen. - Click Run 8. The Match Exception has been overridden and a job has been kicked off to rerun the Match Process. The below report should appear. 37 of 43

38 9. Verify the Voucher is now Matched from the Voucher Page or the Match Workbench. Voucher Page Navigator: Accounts Payable > Vouchers > Add/Update > Regular Entry 38 of 43

39 Matching Workbench Navigator: Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench Select Match Exceptions Exist from the Match Status field, and click Search. If no results appear, the Match Exception has been resolved. If the exception is still unresolved, verify the steps used to resolve the exception were completed and that all the Match Process jobs completed to a status of Success. 39 of 43

40 How to Un-Match a PO from a Voucher Occasionally, there may be a need to un-match a voucher from a purchase order. This event cannot be completed by a user unless they have the proper user profile set up. Please note Vouchers that have been posted cannot be Un-Matched. The user s profile must include Matching Process Groups. UW Problem Solvers and the BU Admin at each campus can add these Groups to a user s profile. 1) Navigate to the Match Workbench Navigator: Accounts Payable > Review Accounts Payable Infor > Vouchers > Match Workbench 2) Fill in Match Workbench Fields. a. Business Unit b. Match Status Matched c. Voucher(s) ID 3) Click Search 4) Select Voucher(s) to un-match, by checking the box next to the Voucher. 5) Select Action Undo Matching 6) Click Run 7) The below message will appear. Click 40 of 43

41 8) Click the Process Monitor hyperlink at the top of the Match Workbench page to view the status of the Action. 9) The Process Monitor should list the Process name AP_MATCH. 10) The process is completed when the status is Success and Posted. 11) The voucher should now be unmatched from the Purchase Order 41 of 43

42 Revision Control VERSION DATE NAME COMMENTS 1.0 7/8/2016 Aaron Dise Initial Release 1.5 3/30/2017 Denise Mcdonald Updates /18/2018 Denise Mcdonald 9.2 Upgrade 42 of 43

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