PeopleSoft Enhancement Project Match Overview, Configurations, and Match Exceptions PeopleSoft Version: 9.1 Financials/Supply Chain Author: Aaron Dise and Denise McDonald 1 of 31
TABLE OF CONTENTS Revision Control... 3 Purpose/Need Statement... 4 Matching Overview... 4 Matching Pre-Requisites... 7 Matching Configurations Set Up... 8 Match Rules... 8 Purchasing Definition... 12 Payables Definition... 13 Define User Preferences... 15 Business Process Descriptions... 17 Access and Security... 19 Steps for the System... 20 Creating POs with Matching... 20 Turning Off Matching... 20 Tolerance Levels... 21 Amount Only Purchase Orders... 22 Match Process Running Matching for a Voucher... 25 Match Workbench View and Resolve Match Exceptions... 26 2 of 31
Revision Control VERSION DATE NAME COMMENTS 1.0 7/8/2016 Aaron Dise Initial Release 1.5 3/30/2017 Denise Mcdonald Updates 3 of 31
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 instructions on adding Matching to a Business Unit. Matching Overview Matching is PeopleSoft s method for ensuring an organization s payments are released to its vendors 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. RULE_H200 Voucher Vendor/Loc<>PO Vendor/Loc. 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. The vendor on the purchase order does not equal the vendor on the voucher. QTY = 10, Total line = $100, Tolerance 5%, Voucher line price = $110, exception created. Vend-1 on PO1, Clerk adds Vend-2 on the Voucher for PO1, exception 4 of 31
RULE_L100 Voucher item <> PO item. RULE_P100 Voucher Unit Price <> PO Unit Price (No Tolerance). 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. 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 purchase order specified on the voucher line that were available for matching. $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 receiving required checked. Voucher is created against the PO4 line 1 and the item has not been received in the system, exception created. 5 of 31
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 order plus the allowed over-receiving quantity. PO7 line 1 quantity 10, Receipt quantity 11, Voucher quantity 12, Receiving tolerance 5%, 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 amount-only purchase order or non-purchase order receipt. PO8 line 1 quantity 10, Receipt 10, Voucher 8 quantity 5, Voucher 9 quantity 6, Receipt tolerance 0, and exception created. 6 of 31
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 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. 7 of 31
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 8 of 31
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. 9 of 31
6) Check off 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. 6 rules are being used by the three campuses currently on Matching. 7) Review your selections and exclusions. If you are OK with everything, click Delete Rules at the bottom of the screen. 10 of 31
8) Click Save 11 of 31
Purchasing Definition Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Definition 1) Select Business Unit and click Search. 2) Select Matching 12 of 31
3) Check off Requires Matching and Use drop down to select Standard for Match Rule. 4) Click OK 5) Click Save Payables Definition Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Definition 1) Go to the Matching Tab 13 of 31
2) Use the magnifying glass to enter STANDARD for Document Association and make sure both boxes are checked off. 3) Click Save 14 of 31
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) Click Overall Preference and update per below. Click Save when completed. 2) Click Procurement 15 of 31
3) Click Payables Online Vouchering 4) Use the magnifying glass for Origin, to select the Origin related to AP and/or PO. It will vary by BU. 5) Check off Authority to Override Match, if user is authorized to override 6) Check off Record Payment 16 of 31
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. 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. 17 of 31
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 Vendor 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. 18 of 31
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. 19 of 31
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. You can proceed to the Match Process Running Matching for a Voucher section of this document. If any of the below apply, please follow the next steps. You do not want the created PO to go through the Matching Process You want to modify the defaulted tolerance levels You want to flag the PO as amount only Turning Off Matching If for some reason you do not want a purchase order to go through the matching process, you can turn off Matching just for that PO. Turning off Matching is an option until the PO is vouchered against. See the below steps. 1. If not already on this page, follow the below path to access the Add/Update PO s page. Main Menu > Purchasing > Purchase Orders > Add/Update POs 2. Click on the Schedule Icon shown above 3. Select the Matching tab. 20 of 31
4. Go to the drop down under Matching and select Don t Match. Click Save and Return to the Main Page. Continue your normal PO process. Tolerance Levels If you want matching, but need to change the tolerance levels, the below steps to manually change the defaults on an individual PO are listed below. 1. If not already on the page, follow the path below to access the Add/Update PO s page. Main Menu > Purchasing > Purchase Orders > Add/Update POs 2. Click on the Schedule Icon shown above. 3. Select the Matching tab. 21 of 31
4. The tolerance levels will already be populated with the global defaults. To modify, go to the fields and override what s populated with the desired amounts. Click Save and Return to the Main Page. Amount Only Purchase Orders Blankets and other PO s requiring contracts and long term agreements are examples of PO s that should be changed to amount only. These PO s typically have a quantity of 1 and will have multiple vouchers against them. If these PO s are not labeled as amount only, false Match Exceptions will be created when you try to create multiple vouchers against them. Below are the steps to signify a PO as amount only. 1. From the Add/Update PO page, click the Line Details button to view the Details for Line page. 22 of 31
2. Expand Attributes and check off the box next to Amount Only and click OK. A message may appear confirming you are OK with a PO quantity of 1, select OK. Save the PO and Return to Main Purchase Order page. 23 of 31
3. Complete your PO Entry and save the PO. Approve, Budget Check, and Dispatch as normal. 24 of 31
Match Process Running Matching for a Voucher 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. 1. Follow the path below to run the Matching Process. Main Menu > Accounts Payable > Batch Processes > Vouchers > Matching 2. Once the Match Process Completes, you can go to the Match Workbench to see if there are any Match Exceptions. 25 of 31
Match Workbench View and Resolve Match Exceptions The steps below describe the business process associated with reviewing match exceptions from the Match Workbench Page. If the page is blank, there were no match exceptions. In other words Purchase Orders and Vouchers matched within the tolerance levels. Viewing the Match Workbench Page 1. Follow the path below to access match exceptions from the Match Workbench page. Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench 2. Use Magnifying glass to fill in BU and Match Status criteria. 3. Click Search 26 of 31
4) If there are Match Exceptions, go to the line item and click the link next to the exception. 4. In the example, there are match exceptions based on the Voucher price and PO price. Review the PO and Voucher information below, PO price is 500 per item and Voucher price is 600 per item. 5. Click the Line Document Details link to view the Details. 27 of 31
Line Document Details 6. You can also click the Icons under Details column, to view the violated Match Rules. Match Rule Details 7. Options to resolve match exceptions. a. Update the PO using a change order. (Buyer Role) b. Update the Voucher. Contact the vendor to get an updated invoice. c. Override the exception i. Select Override on the Match Workbench page, and hit Apply. Click Save 28 of 31
8. When the match exception is resolved, rerun the Matching Process. All actions require a rerun of Matching to Clear or Override an exception. 29 of 31
9. Rerun Matching as shown below. Main Menu > Account Payable > Batch Processes > Vouchers > Matching 10. Go back and view the Match Exception page to verify the exception is gone. If blank, the action to resolve the exception was successful. If the exception is still listed, it has not been resolved. Verify the completion of the steps used to resolve the exceptions. You may also want to make sure the Match Process completed to a status of Success. Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench 30 of 31
11. Another way to confirm the resolution of the match exception, is to review the voucher page. Go to the summary page and confirm the Matched Status. Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry 12. If everthing matched you are done and the voucher will be paid. Matching process completed. 31 of 31