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 : invoiceap@unsw.edu.au- 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 : invoiceap@unsw.edu.au- 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 : invoiceap@unsw.edu.au- 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 - Buyingnetwork@unsw.edu.auFind My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html

• Accounts PayableAP Help - Ext. 53356, Email - aphelp@unsw.edu.auPayment of Invoices, Email- invoiceap@unsw.edu.au

• 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 fti@unsw.edu.au