What is the Matching Process?
Why do we use it?
Identifying Match Exceptions
The Matching Process is an automated process which
runs every evening and compares the Purchase Order
raised to the Receipt entered to the Tax Invoice
received from the supplier (AP Voucher).
The Matching Process is used to that we are:
There are several ways you can be proactive about
identifying Match Exceptions and even preventing them
from happening.
If there are any differences between these three
documents then a Match Exception is created and
human intervention is required before the voucher can
continue to be processed.
• Only paying the quoted price for what has
been supplied.
• Only paying for the quantity that has been
delivered.
• Only paying for goods received in good working
order.
• Stopping payments being made if the price or
quantity are outside the allowable matching
‘tolerances’.
• Maintaining controls via manual intervention to
verify and approve any discrepancies before paying
Vendors.
Buyers’ Responsibility
If your Match Exceptions are not resolved then
your supplier will not be paid.
It is the Buyers’ responsibility to ensure that what is
received is what was ordered and to make sure that
changes in the Purchasing system are performed if
necessary. It is also the Buyers responsibility to be the
point of contact between the University and the
Supplier.
Query Report FUP_PO_RECEIPTS_NOT_INVOICED will
return a list of all Purchase Orders that have been
receipted for which we have not received a supplier
invoice. You can use this report to identify any Match
Exceptions that may exist between the Purchase Order
and Receipt and allow you to take action on them in
Purchasing (because we have not entered the Supplier
Invoice).
Query Report FUP_MATCH_EXCEPTIONS_BY_BUYER
will prompt you for your Buyer ID and return a list of all
Match Exceptions that exist for the buyer. This list will
be for Match Exceptions for which we have already
entered the tax invoice so if there are any changes
necessary they need to be done in Accounts Payable.
Resolving Match Exceptions
There are two ways you can resolve your Match
Exceptions.
Once the Tax Invoice has been received from the
Supplier no changes should be made in Purchasing. If
there are any changes that need to be made then they
must be made in Accounts Payable.
1.
If the tax invoice from the Vendor has not been
entered into NSF then you can make changes to
either your Order or your Receipt and when they
Matching Process runs again the Match Exception
will be cleared.
Accounts Payables Responsibility
2.
If the tax invoice from the Vendor has been
entered into NSF then you need to work with
Accounts Payable to resolve the exception. In
order to find out who to speak to in Accounts
Payable
look
at
the
report
FUP_MATCH_EXCEPTIONS_BY_BUYER report for
the column “Voucher Creator”. This is your contact
in Accounts Payable for this purchase order.
Accounts Payable will document your instructions,
request additional approval if necessary, and over
ride the Match Exception allowing the invoice to be
paid.
It is Accounts Payables responsibility to get instructions
from you, document any approvals, and over ride the
Exception in order for the Voucher to be approved for
payment.
If the Supplier tax invoice has not been entered
into NSF the changes should be made in Purchasing, if
the tax invoice has been entered into NSF the changes
should be made in Accounts Payable.
Monitoring your Orders
Where to get help
The Purchasing Activity Summary is an excellent inquiry
showing you a 360 view of your Purchase Orders
Lifecycle.
PROCESSING HELP – Contact Accounts Payable Help Desk
on extension 53356 or email details to
[email protected].
TECHNICAL HELP - Contact your local IT support team, if it
cannot be resolved; contact the IT Service Desk x51333.
Once you have entered your Purchase Order details you
can scroll through the Purchase Order, Receipt, Invoice
and Matching results to identify your Match Exception.
Details – the details of your Purchase Order
Receipt – the details of the Receipt that was entered
Invoice – the details of the Vendor Tax Invoice
Matched – Match Exception results
RTV – any goods Returned to the Vendor.
Where to find Training
Resolving
Match Exceptions
Quick Reference Guide
Online Training:
Access the Online Training Tool (UPK) from the finance
website, select “Training & NSF Knowledge Base” and
then “Online Training Tool”.
Classroom Training:
Training schedules are posted on the finance website,
select “Training & NSF Knowledge Base” and “Training”
then “NS Financials Training”.
Please seek approval from your line manager and
follow the normal approval process to register
classroom training.
To access NSF and for all of the
University’s Financial Policies and
Guidelines, refer to the Finance Website:
www.fin.unsw.edu.au