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PeopleSoft Enhancement

Project

2-Way Matching

Match Exceptions

PeopleSoft Version: 9.1 Financials/Supply Chain

Author: Aaron Dise and Denise McDonald

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TABLE OF CONTENTS

Revision Control................................................................................................................ 3

Matching Overview ........................................................................................................... 4

Match Rules ....................................................................................................................... 4

Matching Pre-Requisites .................................................................................................. 6

Match Exception System Errors...................................................................................... 7 Business Process - Match Exception Handling System Errors (S210) ........................... 7

Steps for the System .......................................................................................................... 8 Creating POs with Matching ........................................................................................... 8

Turning Off Matching ..................................................................................................... 8 Tolerance Levels ............................................................................................................. 9 Amount Only Purchase Orders ..................................................................................... 10

Match Process – Running Matching for a Voucher ...................................................... 12 Match Workbench – View and Resolve Match Exceptions ......................................... 13

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Revision Control

VERSION DATE NAME COMMENTS

1.0 2/3/2017 Aaron Dise QA Testing and Deployment Guide

1.5 3/28/2017 Denise McDonald BU Document

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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:

– 2-Way Matching - Compares Vouchers and Purchase Orders.

– 3-Way Matching - Compares Vouchers, Purchase Orders, and Receipts.

– 4-Way Matching - Compares Vouchers, Purchase Orders, Receipts, and

Inspections.

Two Way Matching is the most common and is currently being used by 3 institutions in

the UW System. This documentation reflects 2-way matching.

Match Rules If the matching process encounters exceptions, matching workflow will route the

exception to the role specified on the match rule. The following are the typical match

rules utilized to control spend and provide appropriate visibility into buying practices.

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.

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.

QTY = 10, Total line = $100, Tolerance 5%, Voucher line price = $110, exception created.

RULE_H200 Voucher Vendor/Loc<>PO Vendor/Loc.

The vendor on the purchase order does not equal the vendor on the voucher.

Vend-1 on PO1, Clerk adds Vend-2 on the Voucher for PO1, 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

10% tolerance allowed on the category and/or item. PO3 line 1

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order UOM) does not fall within the purchase order price range (calculated using price percentage tolerance).

has 2 items at $20. Voucher is created for PO3 line 1 with 2 items at $23, exception created.

RULE_P100 Voucher Unit Price <> PO Unit Price (No Tolerance).

The voucher price does not equal the purchase order price when the unit price percentage and price amount tolerances are 0.

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_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.

$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.

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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)

a. Tolerances are Global. Consensus among campuses is required to change

either the % or $$$ tolerances per category.

b. The current % and $$$ tolerance defaults are 5% and $50, respectively.

c. These tolerances are stored and populated on the categories and become

effective, once the category is added to the PO line item.

d. 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.

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Match Exception System Errors

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 than S210 is encountered, the Functional team should

contact Applications Development & Integration as data integrity errors may exist.

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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.

1. You do not want the created PO to go through the Matching Process

2. You want to modify the defaulted tolerance levels

3. 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. 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.

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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.

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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. Another potential issue is the inability to enter a second voucher against the

PO once the total quantity has been previously invoiced.

Below are the steps to identify a PO as “amount only.”

1. From the Add/Update PO page, click the Line Details button to view the Details

for Line page.

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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.

3. Complete the PO entry process and Save. Approve, Budget Check, and Dispatch

as normal.

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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.

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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. If there are Match Exceptions, go to the line item and click the

link next to the exception.

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3. 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.

4. Click the Line Document Details link to view the Details.

Line Document Details

5. You can also click the Icons under Details column, to view the violated Match

Rules.

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Match Rule Details

6. 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

7. When the match exception is resolved, rerun the Matching Process. All actions

require a rerun of Matching to Clear or Override an exception.

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8. Rerun Matching as shown below.

Main Menu > Account Payable > Batch Processes > Vouchers > Matching

9. 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

10. 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

11. If everthing matched you are done and the voucher will be paid. Matching

process completed.