Three-Way Matching in Banner: PO, Receipt and Invoice

Transcription

1 Three-Way Matching in Banner: PO, Receipt and Invoice Presented by: Judi Valori and Rick Gerry SunGard Higher Education March 21, 2011 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation! 2 Introduction Purpose and Benefits of Session Review matching process in Banner Finance Review forms used in setting up matching Be able to utilize matching process functionality to best serve your institution Go over how to troubleshoot 3 1

2 Agenda What is 3-way matching? How do you set it up? When does it happen? What if it doesn t match? 4 What is 3-way Matching in Banner? What is 3-way Matching in Banner? The Receiving/Matching feature enables you to control the payment of invoices pending receipt of goods What this means is you can enter invoices when the vendor submits them to you but they won t be paid until a receiving document (receipt) is entered when the product is received The Receipt Required field is a display-only field that appears only if document level matching is enabled, based on the value in FOASYSC 6 2

3 What is 3-way Matching in Banner? Three-way Matching includes: 1. The Purchase Order (FPAPURR) (Does not include Standing Purchase Orders.) 2. The Receipt (FPARCVD) 3. The Invoice (FAAINVE) 7 How do you Set Up 3-way Matching? How do you Set Up 3-way Matching? The fields you need to populate to establish the Receiving/Matching control parameters are on these forms: The System Control Maintenance Form (FOASYSC) Turns on document level matching Enter an amount at which a receipt is required The User Profile Maintenance Form (FOMPROF) Set up Receipt Required Overrides For requisitions, purchase orders and invoices Can also set up tolerances 9 3

4 Set-up on FOASYSC for Matching Under the Procurement Processing Option Matching NOT turned on 10 Set-up FOASYSC for Matching Matching turned on for all $ amounts 11 How do you Set Up 3-way Matching? A separate threshold field is provided for Requisitions, Purchase Order, and Invoices Threshold amount fields do not accept data if Document Level Matching is disabled The Requisition Amount Requiring Receipt field will accept a value only if the Document Level Matching start t point is Requisition iti The Purchase Order Amount Requiring Receipt field will accept a value only if the Document Level Matching start point is either Requisition or Purchase Order The Invoice Amount Requiring Receipt field will accept a value without regard to the Document Level Matching start point 12 4

5 Set-up FOMPROF for Receipt Required Receipt Required Overrides are set up for user 13 When does 3-way Matching Occur? FPAPURR Receipt Required Indicator 15 5

6 FPARCVD Receipt Entered 16 FAAINVE Quantity Accepted 1 17 FAAINVE Pop up about Receipt 18 6

7 When does Matching Occur? Running the Receiving/Matching Process FABMATC FABMATC performs a three-way match of the purchase order, receipt, and invoice and produces an audit report When document level matching is enabled, the Receipt Required field displays on the form for each document type: FPAPURR, and FAAINVE If you have the authority, as defined on FOMPROF, you can override the value that appears in this field 19 When does Matching Occur? The Receiving/Matching process (FABMATC) uses the quantity of a commodity to match an item for payment Therefore, all invoices that reference Standing Orders bypass Matching because they use dollar amount, not quantity The R status is the signal to the Receiving/ Matching Process (FABMATC) to find the receiving information for the invoice When an invoice has a status of R, it is still incomplete and can be changed 20 When does Matching Occur? The Matching/Receiving Process (FABMATC) executes and compares Invoice and Purchase Order quantities/amounts If sufficient quantities have been received, the invoice is forwarded to the approvals or posting process as appropriate The Matching/Receiving Process produces a report that lists unmatched and matched documents Use this report to review and investigate potential receiving/invoicing problems 21 7

8 FABMATC Invoices Matched 22 What if it Doesn t Match? Troubleshooting Troubleshooting What if it doesn t match? Use FPARCVD the Receiving Form to do adjustments Use FPARRIM the Receipt Required Indicator Maintenance Form to override the receipt requirement To use this form, users have to be set up on FOMPROF the User Profile form with Receipt Override capabilities (depending on how you have FOASYSC set up) for either» Requisition Receipt Override» Purchase Order Receipt Override» Invoice Receipt Override Accounts Payable can enter an accepted quantity on FAAINVE 24 8

9 FPARRIM Receipt Required Indicator 25 FABMATC Invoices Awaiting Receipts 26 Summary The Receiving/Matching feature enables you to control the payment of invoices pending receipt of goods You set up 3-Way Matching on FOASYSC Finance System Control Form You set up tolerances and overrides on FOMPROF Finance User Profile Form The Receiving/Matching process uses the quantity of a commodity to match an item for payment. Standing Orders bypass matching 27 9

10 Questions & Answers Any questions? 28 Session Sponsor Thank You! Judi Valori Rick Gerry Please complete the online Session evaluation form SunGard or its subsidiaries in the U.S. and other countries is the owner of numerous marks, including SunGard, the SunGard logo, Banner, PowerCAMPUS, Advance, Luminis, "DegreeWorks," "fsaatlas," Course Signals, and Open Digital Campus. Other names and marks used in this material are owned by third parties SunGard. All rights reserved

11 Screenshots for Session 3822 FOASYSC Under the Procurement Processing Option Matching NOT turned on 1

12 Screenshots for Session 3822 FOASYSC Matching turned on for all $ amounts at Purchasing level 2

13 Screenshots for Session 3822 FOMPROF Receipt Required Overrides are set up for user 3

14 Screenshots for Session 3822 FPAPURR Receipt Required Indicator 4

15 Screenshots for Session 3822 FPARCVD Receipt Entered 5

16 Screenshots for Session 3822 FAAINVE Quantity Accepted 1 6

17 Screenshots for Session 3822 FAAINVE Pop up about Receipt 7

18 Screenshots for Session 3822 FABMATC Invoices Matched 8

19 Screenshots for Session 3822 FPARRIM Receipt Required Indicator 9

20 Screenshots for Session 3822 FABMATC Invoices Awaiting Receipts 10