matching: the relationship between purchasing and payables jason beitzel & elizabeth lemerande...

Matching:The Relationship between Purchasing and Payables

Jason Beitzel & Elizabeth Lemerande

Friday, September 18, 2015Oglethorpe F/G

Today’s Topics

• Matching Definition• Setting up the Purchase Order• Creating PO Vouchers• Match Exceptions• Queries• Recommendations

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?

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

Purchasing ResponsibilitiesReceiving Options

Purchasing ResponsibilitiesMatching Options

Creating PO Vouchers – Copy from source document

Creating PO Vouchers – Copy from source document

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

Creating PO Vouchers – Copy worksheet

Creating PO Vouchers – Copy worksheet

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

Match Exceptions

• R500 – No receipts exist

Match Exceptions

• RULE_A100 - Receipt required for asset voucher – This rule replaced a PeopleSoft modification– Rule cannot be overridden

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

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

Finalizing PO Vouchers

Match WorkBench

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”– Matching– Budget Checking– Doc Tolerance– Submit Voucher for Approval– Voucher Post

Helpful Queries

• Queries BOR_PO_OPEN_AMOUNT_BY_PO: Displays Open Encumbrances by PO IDBOR_PO_OPEN_AMOUNT_ALL: Displays All Open EncumbrancesBOR_PO_NOT_RECEIVED: Displays PO Lines not yet received

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

Questions/Feedback• How would you say things are working overall

in 9.2? • Other questions?– Elizabeth.Lemerande@usg.edu – Jason.Beitzel@usg.edu