Transcript PowerPoint Slides

Matching:
The Relationship between
Purchasing and Payables
Jason Beitzel & Elizabeth Lemerande
Friday, September 18, 2015
Oglethorpe F/G
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University System of Georgi a
Today’s Topics
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Matching Definition
Setting up the Purchase Order
Creating PO Vouchers
Match Exceptions
Queries
Recommendations
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University System of Georgi a
What is Matching?
• Use the Matching process to compare
vouchers with purchase orders and
receiving documents
• Typically run by the Payables department
• Two types of Matching used in GeorgiaFIRST
PeopleSoft Financials
• How does matching benefit your Institution?
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University System of Georgi a
Matching Options
• Two-Way Match: Voucher and
Purchase Order
– The Receiving Required option for the
purchase order is set to Do Not Receive
or Optional
• Three-Way Match: Voucher, Purchase
Order and Receipt
– The Receiving Required option is set to
Required
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Purchasing Responsibilities
Receiving Options
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University System of Georgi a
Purchasing Responsibilities
Matching Options
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University System of Georgi a
Creating PO Vouchers –
Copy from source document
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University System of Georgi a
Creating PO Vouchers –
Copy from source document
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University System of Georgi a
Creating PO Vouchers –
Copy worksheet
• Creating Voucher using Worksheet option
– Supplier Location and Address are pulled from the
Supplier, NOT the PO
• The supplier or supplier location on the purchase order
does not equal the supplier or supplier location on the
voucher.
– Adjust the Quantity or Amount BEFORE copying
PO/Receipt into voucher
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University System of Georgi a
Creating PO Vouchers –
Copy worksheet
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University System of Georgi a
Creating PO Vouchers –
Copy worksheet
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University System of Georgi a
Which option should I use?
• Use the Copy PO option…if fully vouchering all
PO lines without making any changes.
• Use the Copy worksheet option….
– If the Invoice amount or quantity is different than
the associated PO.
– If you only want to voucher certain lines of a PO.
– If copying in multiple PO’s to one voucher
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University System of Georgi a
Match Exceptions
• R500 – No receipts exist
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University System of Georgi a
Match Exceptions
• RULE_A100 - Receipt required for asset
voucher
– This rule replaced a PeopleSoft modification
– Rule cannot be overridden
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University System of Georgi a
Overriding an Exception
• Overriding a match exception should be the
exception…not the rule.
• Always research first before making decision
to override a match exception.
• Location exceptions
– Supplier/Loc not = PO Supplier/Loc
• If you determine that the final invoice price is
less than the PO price.
– Voucher Unit Price <> PO Unit Price + % Unit Tol
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University System of Georgi a
Finalizing PO Vouchers
• Finalize vouchers in an open
accounting period
– Buttons are not available if period is
closed.
• Finalize at the header or distribution
line level
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University System of Georgi a
Finalizing PO Vouchers
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University System of Georgi a
Match WorkBench
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University System of Georgi a
Batch Processes
AP Batch processes run 3 times per day
• 10:00 am – new for 9.2
• 3:00 pm – new for 9.2
• 6:00 pm
• Vouchers are “in process”
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Matching
Budget Checking
Doc Tolerance
Submit Voucher for Approval
Voucher Post
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University System of Georgi a
Helpful Queries
• Queries
BOR_PO_OPEN_AMOUNT_BY_PO: Displays Open
Encumbrances by PO ID
BOR_PO_OPEN_AMOUNT_ALL: Displays All Open
Encumbrances
BOR_PO_NOT_RECEIVED: Displays PO Lines not yet
received
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University System of Georgi a
Tips/Suggestions
• Open communication between Purchasing and
Payables teams
• As you are creating PO’s, receipts and vouchers,
consider the impact to both Purchasing and
Payables.
• Reach out to other Institutions as needed
• If you’re questioning how to process a voucher,
STOP!
– If necessary, request Purchasing to correct PO
Matching and/or Receiving settings
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University System of Georgi a
Questions/Feedback
• How would you say things are working overall
in 9.2?
• Other questions?
– [email protected]
– [email protected]
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University System of Georgi a