User Guide
Buyer Report v1.1
User Support & Knowledge Solutions
User Guide - Buyer Report
Table of Contents
1.
1.1.
1.2.
1.3.
2.
OVERVIEW ...................................................................................................................................3
DOCUMENT PURPOSE
3
DOCUMENT HISTORY
3
REQUIREMENT REFERENCE
3
BACKGROUND ............................................................................................................................4
3.
3.1.
3.2.
3.3.
3.4.
4.
BUYER REPORT ..........................................................................................................................5
INVOICE ENTERED BUT NO RECEIPT
5
INVOICE ENTERED WITH MATCH EXCEPTION
6
PO HAS BEEN RECEIPTED BUT NOT INVOICED
10
PO HAS NOT BEEN RECEIPTED NOT INVOICED
111
GLOSSARY ................................................................................................................................ 12
5.
5.1.
5.2.
5.3.
5.4.
APPENDIX ................................................................................................................................. 13
INVOICE ENTERED BUT NO RECEIPT
143
INVOICE ENTERED WITH MATCH EXCEPTION
13
PO HAS BEEN RECEIPTED BUT NOT INVOICED
13
PO HAS NOT BEEN RECEIPTED NOT INVOICED
13
6.1.
6.2.
6.3.
6.4.
6.5.
6.6.
DOCUMENT CONTROL ............................................................................................................ 14
DOCUMENT LOCATION
144
CHANGE HISTORY
14
REVIEWERS
14
BUSINESS SIGN-OFF
14
COPIES TO
14
REFERENCE DOCUMENTS
14
6.
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1. Overview
1.1.
Document Purpose
The purpose of this document is to explain the buyer report.
1.2. Document History
The document version will be set to 1.0 on completion.
The document version will increase by 0.1 if the User Guide is updated.
For details of the document change history please refer to the Change History section at the
end of this document.
1.3. Requirement Reference
IT Requirement ID
N/A
Requirement Name
Buyer Report
Brief Description
A set of reports to assist buyers to manage their outstanding
purchase orders.
Priority
Low
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2. Background
A set of reports have been developed to assist buyers to manage their outstanding purchase
orders.
This guide will explain each report in more detail:
•
Purpose of report
•
Possible reasons that PO is outstanding
•
Actions to be taken to resolve the issues
Further Purchasing guidance is available for Buyers on the NS Financials Knowledge Base
under the Purchasing section –
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_PO.html
Buyers may also wish to refer to the Buyer Reports PowerPoint presentation available under
the Training section of the Finance website –
http://www.fin.unsw.edu.au/files/Training/Introduction_to_the_Buyer_Reports.pptx
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3. Buyer Report
There are four reports in each report pack. They are:
Invoice Entered but no Receipt
Invoice Entered with Match Exception
PO has been receipted but not invoiced
PO has not been receipted or invoiced
3.1.
Invoice Entered but no Receipt
This report lists purchase orders which invoices have been entered but have no receipts have
been entered in NS Financials.
Below is an example of the report (for a larger version see Appendix 5.1)
To verify the receiving status of your purchase order, follow the navigation below:
Main Menu >
Purchasing
Purchase Orders
Review PO Information
Activity Summary
Once you have confirmed that your purchase order has not been received in NS Financials
and you have received your good or services, you may receipt the PO either via portal or
following the navigation below:
Main Menu >
Purchasing
Receipts
Add/Update Receipt
The online UPK tool can be used if you are not familiar how to receipt a purchase order:
http://training.nss.unsw.edu.au/ODS/toc0.html
Other issues to check for:
 Duplicate PO – possibly Receipted but not Invoiced (see section 3.3)
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3.2.
Invoice Entered with Match Exception
This report lists purchase orders which invoices have been entered but failed the matching
process.
Below is an example of report (for a larger version see Appendix 5.2)
Each evening the matching process runs which compares the Purchase Order to the Receipt
and the Supplier Invoice. If these three items match the supplier invoice is placed in the pay
run for payment.
If there are any discrepancies between these three items a match exception is created and
payment will not be made to the Supplier until the match exception has been resolved.
The action required to resolve Match Exceptions will vary depending on the cause. For each
Match Exception the Buyer will need to investigate the cause by checking the PO, receipt
and/or invoice details. They will also need to liaise with AP, the Supplier or both.
The NS Financials Knowledge Base includes further information about Match Exceptions
under the Purchasing section –
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_POExceptions.html
Common Match Exceptions
RULE_E100: The voucher extended price exceeds the purchase order extended price plus or
minus the extended price tolerance, and the tolerance does not equal 0.
RULE_E200: 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.
RULE_V400: The extended price percentage tolerance is not 0, and the total amount
vouchered (including amounts on previously matched vouchers) exceeds the purchase order
amount (calculated using extended price percentage tolerance).
These rules are about price difference between purchase order and invoice. You can confirm
this difference by looking at Activity Summary of the purchase order.
Main Menu
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>
Purchasing
Purchase Orders
Review PO Information
Activity Summary
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As shown in the example above, the invoice amount and the PO amount is different.
You may instruct the AP officer to accept this difference or you have to contact the supplier
to correct the invoice. The AP officer’s name is in the report under the heading “Entered By”.
RULE_H200: The vendor on the purchase order does not equal the vendor on the voucher.
One possible reason for this matching exception could be wrong PO number or Receipt
number referenced on the invoice. Contact AP officer to correct the voucher.
RULE_P400: The price percentage tolerance does not equal 0, and the voucher price
(converted to the purchase order UOM) does not fall within the purchase order price range
(calculated using price percentage tolerance).
RULE_P500: The unit price tolerance does not equal 0, and the voucher price does not fall
within the purchase order price range (calculated using unit price tolerance).
These two rules are about unit price difference between invoice and PO.
Example 1: Invoice associated with wrong PO number
Following the navigation below to view invoices that are associated with the PO
Main Menu
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>
Purchasing
Purchase Orders
Review PO Information
Document Status
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This PO was raised for three invoices. To avoid matching exception, each invoice should
associate to the relevant PO line/lines. Invoices sent on to Accounts Payable should
reference the specific Purchase Order AND PO Line.
Buyers should raise a Purchase Order prior to receiving an order / invoice from the supplier.
In some circumstances Buyers may need to enter the PO after receiving items / invoices.
In these circumstances, to avoid matching exception it is recommended for buyers to create
one Purchase Order per Invoice.
Example 2: Unit price difference between PO and Invoice
For the example below, there is a unit price difference between PO and invoice. You may
instruct the AP officer to accept this difference or you have to contact the supplier to correct
the invoice. The AP officer’s name is in the report under the heading “Entered By”.
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RULE_R600: The Matching process found receipts for this purchase order that were available
for matching (for example not matched, not on hold, and not cancelled) but could not make
an association to the voucher line using any of the receipt aware criteria.
This rule is when matching process could not associated invoice with the receipt, for
example, partial invoice as shown in the example below:
Contact AP to resolve this matching exception.
RULE_R650: Voucher line amt > Sum of associated receiver line amt (Amount Only Matching)
This rule is when matching process could not associated invoice with the receipt, for
example, a bulk order with multiple receipts and one invoice is paying multiple receipts.
Contact AP to resolve this matching exception.
RULE_R900: The total quantity received (including across all voucher lines and previously
matched receivers) exceeds the accepted quantity on the receiver.
RULE_R950: The quantity on the voucher line does not equal sum of remaining unmatched
quantity on the associated receipt(s).
Both rules are about invoice quantities that exceed the quantities received, refer to the
example below:
If you received the goods or services then enter the receipt in the system otherwise you have
to contact the supplier to correct the invoice.
RULE_V200: The receiving percentage tolerance does not equal 0, and the total quantity
vouchered (including previously matched vouchers) exceeds the quantity on the purchase
order plus the allowed over-receiving quantity
RULE_V400: The receiving percentage tolerance does not equal 0, and the total quantity
vouchered (including previously matched vouchers) exceeds the quantity on the purchase
order plus the allowed over-receiving quantity.
An example of this is invoiced quantity is more than receipt quantity. Refer to below:
If you have not received the additional goods, please check with your supplier otherwise
contact AP officer to resolve the match exception.
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3.3.
PO has been receipted but not invoiced
This report list purchase orders have been receipted but the invoice has not been entered
into NS Financials.
Below is an example of the report (for a larger version see Appendix 5.3)
The reason for this could be you have entered a duplicate receipt, a duplicate PO or the
invoice may have been lost or it has been paid by credit card.
For example, the purchase order below has been received but has not been invoiced.
To confirm invoice 202992 has been paid under another PO check the payment details for a
specific invoice or vendor by viewing Voucher Document Status. You can do this by following
the navigation steps below:
Main Menu >
Accounts Payable
Review Accounts Payable Info
Vouchers
Document Status
Important Note:
You will need to search using the Accounts Payable Department Business Unit SMFSD
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The Voucher Document Status for invoice 202992 shows that it has already been paid under
another PO - 0000093021.
In this case, you should cancel the receipt and then cancel the PO.
Other issues to check for:
 Confirm with Supplier payment outstanding
 Ensure invoices has been forwarded to AP
 Cross reference with the report PO has been invoiced but not receipted report (see
section 3.1)
3.4.
PO has not been receipted or invoiced
This report lists purchases orders are older than 30 days and they have not been both
receipted or invoiced.
Below is an example of the report (for a larger version see Appendix 5.4)
If there is a valid reason why they are still not receipted or invoiced then please ignore.
Otherwise investigation is required, for example checks to see if the PO has been entered
twice or paid by credit card.
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4. Glossary
Term
Description
NS Financials or
NSF
New South Financials application. UNSW’s name for its Finance
system.
AP
Accounts Payable
Exchange Rate
Current exchange rate for purchases in Foreign Currency
Deal Rate
A set rate negotiated with Treasury to be used for a specific Project
or Purchase
Match Exception
An NS Financials Process run overnight
Query
NS Financials Reporting tool
Treasury
Finance Operations
UNSW
University of New South Wales organisation
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5. Appendix
5.1.
Invoice Entered but no Receipt
5.2.
Invoice Entered with Match Exception
5.3.
PO has been receipted but not invoiced
5.4.
PO has not been receipted not invoiced
User Guide - Buyer Report
6. Document Control
6.1.
Document Location
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User Guides\xxxxxxxx
User Guide.docx
6.2.
Change History
Version Date
Description
1.0
21/11/2012 Draft
1.1
07/03/2013 Revision 1
6.3.
Author
Melissa Yau
Rohin Whitford
Reviewers
Name
Title
Review Date
Janz Reinecke
6.4.
Business Sign-off
Name
Title
John Hilton
Manager, Shared Services
6.5.
Signature
Copies To
Name
Title
John Hilton
Manager, Shared Services
Mark Van Poppel
UNSW@ADFA Finance Manager
6.6.
Date
Date Emailed
Reference Documents
Document Name
Location
Version
Buyer Reports
Workshop Presentation http://www.fin.unsw.edu.au/files/Training/Introduction_to_the_Buyer_Reports.pptx
End of Document
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