Matching: The Relationship between Purchasing and Payables

Matching: The Relationship between Purchasing and Payables Jason Beitzel & Elizabeth Lemerande Friday, September 18, 2015 Oglethorpe F/G georgia summit University System of Georgia

Today’s Topics Matching Definition Setting up the Purchase Order Creating PO Vouchers Match Exceptions Queries Recommendations georgia summit University System of Georgia

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? georgia summit University System of Georgia

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 georgia summit University System of Georgia

Purchasing Responsibilities Receiving Options georgia summit University System of Georgia

Purchasing Responsibilities Matching Options georgia summit University System of Georgia

Creating PO Vouchers – Copy from source document georgia summit University System of Georgia

Creating PO Vouchers – Copy from source document georgia summit University System of Georgia

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 georgia summit University System of Georgia

Creating PO Vouchers – Copy worksheet georgia summit University System of Georgia

Creating PO Vouchers – Copy worksheet georgia summit University System of Georgia

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 georgia summit University System of Georgia

Match Exceptions R500 – No receipts exist georgia summit University System of Georgia

Match Exceptions RULE A100 - Receipt required for asset voucher – This rule replaced a PeopleSoft modification – Rule cannot be overridden georgia summit University System of Georgia

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 georgia summit University System of Georgia

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 georgia summit University System of Georgia

Finalizing PO Vouchers georgia summit University System of Georgia

Match WorkBench georgia summit University System of Georgia

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 georgia summit University System of Georgia

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 georgia summit University System of Georgia

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 georgia summit University System of Georgia

Questions/Feedback How would you say things are working overall in 9.2? Other questions? – [email protected] – [email protected] georgia summit University System of Georgia