buyer reports (an introduction)
DESCRIPTION
Buyer Reports (An Introduction). Finance Business Solutions. Agenda. Why has this report been developed? Distribution and Schedule What is matching? Buyer Report Invoice Entered but no Receipt Invoice Entered with Match Exception PO has been receipted but not invoiced - PowerPoint PPT PresentationTRANSCRIPT
Buyer Reports (An Introduction)
Finance Business Solutions
Agenda
• Why has this report been developed?
• Distribution and Schedule
• What is matching?
• Buyer Report1. Invoice Entered but no Receipt
2. Invoice Entered with Match Exception
3. PO has been receipted but not invoiced
4. PO has not been receipted or invoiced
• Knowledge Base
• Questions
Why?
• Raise buyer awareness – visibility of Open POs
• Ensure vendor payments are not delayed
• Reduce duplicated payments
• Resolve Match exceptions as they occur
• Reduce no. of open POs - encumbrances
• Allow Buyers, Buying Network & AP to focus on problematic transactions
Distribution & Schedule
Starts 22 March 2013
Frequency Weekly
If the buyer has no transactions with matching criteria, they will not receive an email
What is Matching?
PurchasingPurchase Order
Accounts PayableVoucher
Payrun(placed in next payrun)
Matching Process(runs every night)
Match Exception(payment stopped)
Matched 3 ways?YesNo
PurchasingReceipt
What is Matching?
Order Receipt Vendor Invoice
Matched
Order Receipt Vendor Invoice
Not Matched2 boxes
Paper$55.00
1 box Paper
2 boxes Paper $55.00
2 boxes Paper$55.00
2 boxes Paper
2 boxes Paper$55.00
+ +
++ =
=
Buyer Reports
Buyer Reports
The buyer report will consist of the following 4 reports:
1. Invoice Entered but no Receipt
2. Invoice Entered with Match Exception
3. PO has been receipted but not invoiced
4. PO has not been receipted or invoiced
Each buyer will receive a report via email – showing only transactions with their buyer ID
Invoice Entered but No Receipt
The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services
1.
ACTION
Invoice Entered but No Receipt
The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services
1. If you have received the goods/services create a receipt
1.
Invoice Entered but No Receipt
The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services
1. If you have received the goods/services create a receipt
2. If you have only partially received the goods/services create a partial receipt – (invoiced for goods received)
1.
Invoice Entered but No Receipt
The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services
1. If you have received the goods/services create a receipt
2. If you have only partially received the goods/services create a partial receipt
3. If you have not received the goods/services:- contact vendor to confirm order will be filled- confirm order is not a duplicate – check
vendor POs, receipts and cross reference with report: ‘PO has been receipted but not invoiced’
1.
3.
Invoice Entered with Match Exception
Buyers will receive details of all Match Exceptions listed on the Buyer Reports
Buyers may also check these at any time using the Query:
FUP_MATCH_EXCEPTIONS_BY_BUYER.
2.
Invoice Entered with Match Exception
You raised a Purchase Order which failed 3 way matching
2.
ACTION
Invoice Entered with Match Exception
You raised a Purchase Order which failed 3 way matching
1. Confirm Receipt details w/ PO and voucher
Activity SummaryPurchasing > Purchase Orders > Review PO Information >
Activity Summary
OR
Document StatusPurchasing > Purchase Orders > Review PO Information >
Document Status
2.
Invoice Entered with Match Exception
You raised a Purchase Order which failed 3 way matching
Variances in Qty, Price or Vendor ID
2. Advise AP accordingly
&, if necessary :
3. Contact Vendor for correction to the invoice or shipment of remaining Qty
2.
PO has been receipted but not invoicedYou have received the goods/services that you ordered but we have not been billed for them OR only partially billed.
3.
ACTION
PO has been receipted but not invoicedYou have received the goods/services that you ordered but we have not been billed for them OR only partially billed.
1. If you have received the invoice- Fwd to Accounts Payable : [email protected] Note the PO & Receipt IDs- Incl. your B.Unit & Contact Details
3.
PO has been receipted but not invoicedYou have received the goods/services that you ordered but we have not been billed for them OR only partially billed.
1. If you have received the invoice- Fwd to Accounts Payable : [email protected] Note the PO & Receipt IDs- Incl. your B.Unit & Contact Details
2. Contact the Vendor to request Invoice
3.
PO has been receipted but not invoicedYou have received the goods/services that you ordered but we have not been billed for them OR only partially billed.
1. If you have received the invoice- Fwd to Accounts Payable : [email protected] Note the PO & Receipt IDs- Incl. your B.Unit & Contact Details
2. Contact the Vendor to request Invoice
3. Confirm order is not a duplicate – check vendor POs, receipts and cross reference with report:
‘Invoice Entered but No Receipt’
3.
1.
PO has not been receipted or invoicedYou have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services
4.
ACTION
PO has not been receipted or invoicedYou have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services
Confirm the order is Valid –
1. Not a duplicate – check vendor POs, receipts
4.
PO has not been receipted or invoicedYou have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services
Confirm the order is Valid –
1. Not a duplicate – check vendor POs, receipts
2. Vendor was not paid by CC or other means
4.
PO has not been receipted or invoicedYou have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services
Confirm the order is Valid –
1. Not a duplicate – check vendor POs, receipts
2. Vendor was not paid by CC or other means
3. Cancel the Purchase Order if it is not required
4.
Queries
Description: List PO Open Encumb by BUQuery Name: FUP_PO_OPEN_ENCUMB_BUYER
Queries
Knowledge Base
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_About.html
Knowledge Base
• NS Financials Knowledge Base > Purchasinghttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_PO.html
Purchase Requisitions Purchase Orders eProcurement Orders Match Exceptions
• Online Training Toolhttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html
• Quick Reference Guideshttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html
Support & Guidance
• Buying NetworkExt. 53330, Email - [email protected] My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html
• Accounts PayableAP Help - Ext. 53356, Email - [email protected] of Invoices, Email- [email protected]
• Finance Website – Purchasinghttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html
• Purchasing Guidelines & Procedureshttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.htmlhttp://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf
User Support & Training
Questions?
• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training EnquiriesRohin Whitford, Finance TrainerExt. 53550, Email [email protected]