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    AAPP88..99MMaattcchhiinngg

    WWhhiitteePPaappeerr

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    Whats New in Release 8.9................................................................................................. 4Configure Matching 5

    Overview......................................................................................................................... 5Document Association Group......................................................................................... 6Document Association Rules........................................................................................... 7

    Quantity Rule Options ................................................................................................ 8User Criteria.............................................................................................................. 12Merchandise amount................................................................................................. 14Document Association Flow Charts ......................................................................... 15

    Equal ..................................................................................................................... 17Equal Sum............................................................................................................. 18Select if One.......................................................................................................... 19

    Match Rule Type ........................................................................................................... 21Overview................................................................................................................... 21Match Rule Type Parameters.................................................................................... 22

    Allow on Rule Control.......................................................................................... 22

    Allow on Workbench............................................................................................ 22Match Rules .................................................................................................................. 23Overview................................................................................................................... 23

    Sample Generate a debit memo ......................................................................... 24Sample Summary/Global rule............................................................................ 25Sample - Summary Match ................................................................................... 28

    Rule Processing Flowchart ....................................................................................... 29Fetch Rules............................................................................................................ 29Header Summary .................................................................................................. 30Line Summary....................................................................................................... 31Apply Rule Action ................................................................................................ 32Status Update ........................................................................................................ 33

    Rule Definition.......................................................................................................... 34Tolerance at Rule Control..................................................................................... 35

    Workbench................................................................................................................ 36Workflow.................................................................................................................. 38

    Match Rule Controls..................................................................................................... 39Overview................................................................................................................... 39

    Sample Match Run................................................................................................ 40Summary Match.................................................................................................... 40System Rules......................................................................................................... 42Compare and Contrast Purchase Order and Rule Tolerances............................... 45Basic match........................................................................................................... 47Standard ................................................................................................................ 48

    Debit Memo 49Overview....................................................................................................................... 49Configuration................................................................................................................ 49

    Authority to issue a debit memo ........................................................................... 49Payment Terms ..................................................................................................... 50Use Voucher Payment Dates ................................................................................ 50

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    Invoice ID Suffix .................................................................................................. 51Payment Hold........................................................................................................ 51Payment Message / Messages............................................................................... 51Dispatch method ................................................................................................... 51

    Processing..................................................................................................................... 52

    Pre-requisites............................................................................................................. 52Application Engine ................................................................................................... 52Lifecycle Processing Rules ................................................................................... 54

    Notification (Dispatching) ............................................................................................ 54Dispatch........................................................................................................................ 55Reports.......................................................................................................................... 57

    Overview................................................................................................................... 57List unpaid debit memos....................................................................................... 58List debit memos on payment hold....................................................................... 59List vendors with debit memo agreements ........................................................... 60List voucher / debit memo cross-reference........................................................... 61

    Summary Invoice 62Overview....................................................................................................................... 62Set-up requirements ...................................................................................................... 64

    Create a miscellaneous charge code ..................................................................... 64Tolerance miscellaneous charge to Accounting Entry Template ......................... 65Define tolerances on AP Business Unit ................................................................ 66

    Summary Invoice inside tolerance................................................................................ 67Summary Invoice outside tolerance.............................................................................. 69Correct a Summary Invoice using the Complete Worksheet ........................................ 70Run Voucher Build........................................................................................................ 72Review accounting entries for a miscellaneous charge................................................ 72

    Excel Upload 73Overview....................................................................................................................... 73

    Minimum data entry.................................................................................................. 73Supplying the required values. .......................................................................... 73

    Calculate matching due date ..................................................................................... 74Prerequisites for excel upload...................................................................................... 74Personalize excel worksheet ......................................................................................... 75Upload excel worksheet................................................................................................ 77

    Match Workbench 78Overview....................................................................................................................... 78Personalized Searches .................................................................................................. 78Run Matching................................................................................................................ 82

    Update Match Due Date............................................................................................ 82Running matching using the Match Request ............................................................ 84Check the status of a Match request ......................................................................... 84

    Handle Match Exceptions............................................................................................. 86Voucher Error summary ........................................................................................... 87Match Workbench Exception Summary................................................................... 88Document Details and Line Details .......................................................................... 89

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    Match Rule Details ............................................................................................... 91Corrective Action...................................................................................................... 92

    Header Level Override.......................................................................................... 92Line Level Override.............................................................................................. 94Handle Individual Rule Violations ....................................................................... 95

    Undo Matching ............................................................................................................. 96Vendor Metrics 97Overview....................................................................................................................... 97Personalize your search................................................................................................ 98

    Glossary 102Appendix A 104Matching Records 104

    Document Association ................................................................................................ 104Matching ..................................................................................................................... 104

    PO Records ............................................................................................................. 104Receiver Records .................................................................................................... 104

    Voucher Records..................................................................................................... 105

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    Whats New in Release 8.9The procure to pay business process requires a partnership between the buyer and theseller. Each participant plays an active role in ensuring that high quality products aredelivered on time, and at a competitive price. Supply partners are encouraged to

    participate in initiatives and development plans that foster a cycle of continuousimprovement to further enhances value added products and services.

    In release 8.9 the new match rules, enhanced exception handling and after the fact reporting, allcontribute towards fostering and monitoring this relationship. The new match rules allow forheader level matching and tighter control on the individual line items. Tolerances can be appliedbased on the purchase order or based on tolerances that you define the match control. Providedbelow is a list of the features provided related to match rules:

    More delivered rules and rule controls from which to select Enhanced control on the match rule control

    Header-level matching based on total amount Vendor Metrics report

    Release 8.9 allows for a broader range of data entry point for vouchers. We provide forelectronic trading with suppliers, using either EDI or XML systems. For those Supplierswho do not have current have the ability to handle EDI or XML weprovide excelworksheet uploads. Traditional data entry is supported by the Summary Invoice, QuickInvoice and Regular voucher entry. Provided below is a list of the features provided:

    Summary (header level only) entry on a summary invoice to build a voucher Import supplier invoice information via excel spreadsheet

    For supplier invoices that are accepted electronically, the invoice is generally processedprior to the receipt. To avoid unnecessary match exception, based on a missing receiptwe have added a new match due date. The match due date will be calculated based onmatch delay days which will default based on the Accounts Payable hierarchy. Fortraditional data entry, the match due date will be equal to the data entry date. Matchinghas been updated to include the match due date to limit the selection of vouchers. If notcompleted the match due date will be equal to todays date.

    Match handling has also been enhanced for release 8.9. Both email and workflownotifications can be configured by match rule. If you have an agreement with your

    vendor, we can generate a debit memo for discrepancies. A debit memo can be sent tothe vendor by email, Fax or a hardcopy. Finally we are providing a Match workbench tomanage all tasks related to matching, from running matching, to handling exceptions andreviewing match history. Detailed below is a list of these new features:

    Match Exception notification (email) by Match Rule Type or individual rule Match Exception routing (workflow) by Match Rule Type or individual rule Automatically generate a debit memo for discrepancies

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    Debit memo rules/payment terms Debit memo notification Match Workbench from which user can manage all their matching tasks

    Configure MatchingOOvveerrvviieeww

    Using the configuration pages you will determine which documents will be used inmatching and how documents will be compared. For example, if no receipts exist, thenonly the purchase order data is used in the match. A variety of rules are delivered fromwhich you can choose or you may wish to write your own rules.

    The match rule defines a test applied to the data. The match rule is a SQL expression thatreturns a True or False value. The Matching Engine uses this value plus the rule setattributes to determine if a match exceptions exists. The action taken is based on theresults. It also provides the message users will act upon when an exception exists. Users

    also have the option to use workflow or email to notify the person who will handle theexception.

    TIn release 8.9, we deliver the most common rules and match controls to validate the data.The delivered match configuration is easily accessible from the Matching Page(seescreen shot below). This can be found on the Accounts Payable Center, next click on theDefinitions. The matching setup is step 5.

    The set-up steps are as follows: Document Association Group Document Association Rules

    Match Rule Type Match Rules Match Rule Control

    It is recommended that you select the Rules and Match Control Rules, which mostclosely approximate your business practice and modify as required.

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    DDooccuummeennttAAssssoocciiaattiioonnGGrroouuppThe document association group identifies the documents that will be included in thematch. Three document association types are delivered:

    Voucher and PO matching (VP)Voucher and receiver matching (VR)

    Voucher, PO and receiver matching (VPR)No additional values can be added to this page. All possible combinations are present.No values should be deleted without reviewing the rules that are included in your matchcontrol. By deleting a group you may impact a rule, that is attached to the documentassociation group.

    The document association group, Default is the value delivered on the installationoptions, see below. If you create your own document association group, you will need toupdate the installation options as well.

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    DDooccuummeennttAAssssoocciiaattiioonnRRuulleessIn release 8.8 and prior releases, this functionality was called Receipt Aware Criteria.Document Association Rules apply if and only if you have not created a voucher bycopying from a receiver or you have notmanually associated a receiver. The documentassociation rules define the rules to search for a receipt, and the sequence in which it will

    perform the search.

    Document association is more flexible and less restrictive than Receipt Aware. ReceiptAware would only find a receiver if the quantitieson the voucher and the receivermatched exactly. When the quantities were not calculated precisely no association wasmade.Quantities may not have been calculated precisely when:

    UOM conversion results in decimal values. If converted quantities varyby .00001, the receipt is not selected.

    Some kinds of low value, high volume goods are not counted precisely. Some industries over or under ship as a business practice.

    Amount only receipts can vary by small amounts Multiple partial receipts may exist Only two non-quantity values, packing slip and item ID are available.

    Packing slip uses the invoice ID field causing the loss of a valuable dataelement. Item ID provides little value because it is already identified onthe PO line and the line is linked to the receipt.

    Document association includes a wider selection of receivers when attempting to find areceipt to associate with a voucher. Document association does not require an exactmatch to make an association.

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    Quantity Rule Options

    Equal to Allows for an exact match Select if one Find the first unmatched receipt, regardless of the quantity; this

    will work if there is only one receipt against the Purchase order. Select All When multiple receipts exist, sum the unmatched quantities on the

    receipts and compare the total to the voucher quantity, allows for inequality; this doesnot compare the receipt quantity vs. voucher quantity. It will retrieve all theunmatched receipts

    Sum up to When multiple receipts exist, sum the unmatched quantities on thereceipts until it is equal to the voucher quantity, allow for the selection of part of thequantity on the receipt

    Equal Sum When multiple receipts exist, sum the unmatched quantities on thereceipts and compare the total to the voucher quantity, select receipts that will equalthe voucher quantity.

    Scenario 1

    Lets say for example that you have a Voucher with a quantity of 100Three Receivers with quantities 40, 50and 30

    Equal no receivers selectedEqual Sum no receivers selectedSum up to receiver 20, 50and 30 from the third are selected the receipts arechecked as follows:

    Get the total receipt quantity and total voucher quantityCheck if total receipt quantity > total voucher quantity (In this case the total receiptquantity is 120 and total voucher quantity is 100. The difference quantity is 20)Are there any receipts which has a quantity >= difference quantity (20). In this case allthe 3 receipts qualify as the receipt quantity >= 20. Receipt 1 with a quantity of 40 will beselected as FIFO is used to find the differenceSubtract the difference quantity (20) from the receipt quantity (40)

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    Associate all the receipts to the voucher line. In this scenario, the association will be 20,50, and 30. (Association is done in LIFO)

    Select if One Not executed, in this example as a match is found under Sum upto

    Note: Association is not a match; it is only a process to find receipts that will be used

    by matching. Matching is complete when all the match rules in a match control

    have been applied.

    Scenario 2

    Lets say, for example, that we have entered a PO for a quantity of 10(100?). For this POwe have entered three receivers with quantities of 30, 40 and 30 respectively. Copyingfrom the PO creates a voucher. The quantity is changed to 50.

    Equal not executedEqual Sum not executedSum up to the system will select receipt 1 with a quantity of 30 and receipt 2with a quantity of 20. This is how it worksIn this scenario the difference quantity (total receipt total voucher) is 50The system subtracts the difference quantity from all the receipts starting with the latestreceipt, until the difference quantity becomes zero. In this case LIFO method is used.Select if one not executed

    Scenario 3

    Lets say for example that we have entered a PO for a quantity of 10(100?). For this POwe have entered three receivers with quantities of 30, 40 and 30 respectively. Copyingfrom the PO creates a voucher. The quantity is changed to 60.

    Equal not executedEqual Sum not executedSum up to the system will select receipt 1 with a quantity of 30 and receipt 3

    with a quantity of 30.In this scenario the difference quantity (total receipt totalvoucher) is 40

    Are there any receipt where receipt quantity >= differencequantity? There is oneThe system deletes the receipt 2 that has a quantity of 40 andassociates the remaining receipts 1 and 3

    Select if one not executed

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    Scenario 4

    Lets say for example that we have entered a PO for a quantity of 10. For this PO wehave entered three receivers with quantities of 3, 6 and 1 respectively. Copying from the

    PO creates a voucher. The quantity is changed to 4.

    The user than manually associates the two receivers to the voucher, those receivers withquantities of 3 and 1 respectively, see below. Document association will not be runwhen receipts are associated manually.

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    User Criteria

    If the User Criteria link is highlighted, this means that there is an additional criterion.This criterion will need to be executed together with the criteria on the first page.

    For example the first page indicates that the quantity must be equal, to find a receipt itwould need to find an exact match on each of the following: Invoice number on voucher and packing slip on the receiver Item setid on the voucher and item setid on the receiver Item id on the voucher and item id on the receiver

    If no match were found it would process to the next in the sequence, Equal Sum. Ifequal sum has user criteria, its criteria would also need to be executed to make anassociation

    Note: Unlike the sequencing on the first page, if you have entered in the wrong

    sequence you simply delete and re-enter the criteria in the appropriate order.

    Scenario 4 user criteria

    Lets say for example that we have Sequence 1 criteria Voucher quantity equals thereceiver quantity; the user criteria for Sequence 1 is a displayed above.

    A PO is created with a quantity of 5. It is received also with a quantity of 5; no packingslip number is entered on the receiver. The voucher is created, copied from the PO. Theinvoice number is entered from the packing slip number on the suppliers invoice.

    The receiver will not be associated with the voucher, as the receiver does not bear apacking slip number.

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    Sequence 2 criteria; the voucher quantity equals the receiver quantity. There is usercriteria for sequence 2, indicates that the item setid and item id on the voucher must beequal to the receiver item setid and item id.

    The receiver will be associated with the voucher as the quantity, item setid and item are

    equal between the receiver and the voucher.

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    Merchandise amount

    Amt Only must be checked.

    In addition to allowing for an association based on the quantity the user also has theoption to make an association based on merchandise amount. If the User Criteria ishighlighted, the user criterion needs to be executed in addition to the merchandiseamount. .

    Equal to Allows for an exact match;Find the first unmatched receipt,regardless of the amount;

    Select if one This will work if there is only one receipt against the Purchaseorder.

    Select All When multiple receipts exist, sum the unmatched amounts on thereceipts and compare the total to the voucher quantity, allows for inequality; this doesnot compare the receipt quantity vs. voucher quantity. It blindly gets all theunmatched receipts

    Sum up to When multiple receipts exist, sum the unmatched amount on thereceipts until it is equal to the voucher amount, allow for the selection of part of the

    amount on the receipt Equal Sum When multiple receipts exist, sum the unmatched amounts on the

    receipts and compare the total to the voucher amount, select receipts that will equalthe voucher amount

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    Document Association Flow Charts

    Sum up To Logic

    Get the Total

    Receipt Qty for a

    given PO line

    schedule

    Get the Total

    Voucher qty for the

    given PO Line

    schedule

    Is the total

    receipt qty >

    total voucher

    qty?

    Get the diff qty

    (receipt - voucher)

    qty

    Is there any

    receipt qty that

    is > diff qty

    Subtract the diff

    qty from that

    receipt qty

    Receipt

    Asstn

    Loop

    Process1

    Yes

    YesNo

    Loop

    Process1

    Get the receipt that has

    the maximum value for

    (Recv BU + Receiver ID

    + Receiver Ln Nbr +

    Receipt Ship Seq Nbr)

    Is the Diff qty >

    Receipt qty?

    Set the Diff qty =

    Diff qty - Receipt

    qty

    Is the Diff qty =

    Receipt qty

    Delete the receipt

    Loop Back

    Delete the receipt

    No

    Receipt

    Asstn

    Is the Receipt

    qty > Diff qty

    Set the Receipt

    Qty = Receipt qty -Diff qty

    No

    No

    No

    Yes

    Yes

    Yes

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    Receipt

    Asstn

    Are there multiple

    voucher lines to

    the same PO line

    schedule?

    Get the voucher line

    that has the minimumvalue for (AP BU +

    Voucher Id + VoucherLine Number)

    Get the Receipt that hasthe minimum value for

    (Recv BU + Receiver Id +

    Receiver Line Number +

    Receipt Ship Seq Nbr

    Does a Receipt

    Exist?

    Delete the voucher

    lines which does

    not have receipt

    Are there Un

    associatedReceipt Lines

    Existing?

    Yes

    Yes

    No

    Associate the

    Receipts to the

    Voucher line

    Identify

    Victim

    Receipt

    No

    Proceed to theNext Algorithm

    No

    Is the voucherqty >= Receiptqty?

    Associate theReceipt to theVoucher

    Yes

    Yes

    Find out if there

    are any more

    receipts that can

    be associated tothis voucher

    Associate the

    Receipt qty to the

    voucher.

    No

    Since there is Balance in

    Receipt qty, find out if

    there are other Voucher

    lines that can be tied tothis Receipt

    Identify

    Victim

    Receipt

    Get the total

    voucher qty and

    sum of associated

    receipt qty

    Is the Voucher

    qty > sum(receipt

    qty)

    Get the Maximum valuefor (Business Unit

    Receiver, Receiver ID,

    Receiver Line Number,Receiver Ship Sequence

    Nbr) for a given voucher

    line

    Add the differenceqty (voucher qty -

    sum(receipt qty))

    to Qty Entered

    Yes

    Stop

    No

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    Equal

    Is the Amount only

    option turned for the

    Equal Algorithm?

    Are there one or

    more Receipts

    where the Receipt

    qty = Voucher qty

    Associate the Receipt to the

    Voucher Line that has a

    minimum value for Receiving

    BU, Receiver Id, Receiver line

    number, Receiver Ship

    Sequence number

    Proceed with the

    Next Algorithm

    Are there one or

    more Receipts

    where the Receipt

    amount = Voucher

    amount

    No

    Yes

    Yes

    Yes

    Delete these voucher lines

    from the temp table so

    that they are NO longerincluded in subsequent

    DAM processing

    No

    No

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    Equal Sum

    Is the Amount only

    option turned for the

    Equal Sum

    Algorithm?

    Are there one or

    more Receipts

    where the Sum of

    Receipt qty =

    Voucher qty

    Associate the

    Receipts to the

    Voucher Line

    Proceed with the

    Next Algorithm

    Are there one or

    more Receipts

    where the Sum of

    Receipt amount =

    Voucher amount

    No

    Yes

    Yes

    Yes

    Delete these voucher lines

    from the temp table so

    that they are NO longerincluded in subsequent

    DAM processing

    No

    No

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    Select if One

    Is the Amount only

    option turned for the

    Select If One

    Algorithm?

    Associate the

    amount only

    Receipt line to the

    Voucher Line

    Proceed with the

    Next Algorithm

    Delete these voucher lines

    from the temp table so

    that they are NO longerincluded in subsequent

    DAM processing

    Associate the

    Quantity based

    receipt line to the

    voucher line

    Is there only

    one Receipt for

    the Voucher

    line?

    Is there only

    one Receipt for

    the Voucher

    line?

    Yes

    Yes

    Yes

    No

    No

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    Select All

    Is the Amount only

    option turned for the

    Select All Algorithm?

    Associate all the

    amount only

    Receipt lines to

    the Voucher Line

    Proceed with the

    Next Algorithm

    Yes

    Delete these voucher lines

    from the temp table so

    that they are NO longerincluded in subsequent

    DAM processing

    Associate all the

    Quantity based

    receipt lines to the

    voucher line

    No

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    MMaattcchhRRuulleeTTyyppeeOverview

    Match rule types are categories that will determine the match actions. These rule types

    are delivered and are not tied to a setid or a business unit. We deliver the following matchrule types:

    System Rules must be executed. They identify missing data for examplean invalid purchase order number or missing match control id. If nosystem rules are violated, the other match rules will execute

    Data Entry, verifies that the vendor id, item id, payment terms etc. on thevoucher match the other documents

    Merchandise Amount, verifies the line amount (quantity times price)matches

    Merchandise Quantity, verifies that the correct quantity of a good orservices have been received

    Merchandise Unit Price, verifies that the good or services have beenreceived at the correct price

    Summary Global matches the total invoice amount to the total amounton the purchase order and/or receiver. If the total is within the headerlevel tolerance the voucher will be matched for all voucher lines

    Select the match types that best match your organizations business or create your own.

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    Match Rule Type Parameters

    The match rule type carries parameters that will default to all rules. Workflow and emailnotification parameters are defined by Match Rule Type and are inherited by theindividual match rules that bear the match rule type.

    Allow on Rule Control

    In prior releases, match rules could only create match exceptions. In this release the amatch rule can create an exception, a match or a debit memo:

    Match line or voucher, if the merchandise total on a voucher equals (or is withintolerance) the merchandise total on the purchase order and/or receiver.

    Create a debit memo, if the match rules tied a merchandise quantity ormerchandise amount, bears a debit memo category and the vendor is configuredto accept a debit memo

    Note: if you modify a Match Rule Type to allow a debit memo you receive a warning

    message to indicate you must address all match rules tied to the Match Rule Type

    Allow on Workbench

    In prior releases, the only allowable action on the Match Manager, (renamed the MatchWorkbench), was to override a match exception. In this release you can generate a debitmemo in addition to overridding an exception.

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    If the match rules tied a merchandise quantity or merchandise amount, bears adebit memo category and the vendor is configured to accept a debit memo

    Note: if you modify a Match Rule Type to allow a debit memo you receive a warning

    message to indicate you must address all match rules tied to the Match Rule Type

    MMaattcchhRRuulleessOverview

    The organization must determine which documents will be used for matching. Ifreceiving information is recorded, will that data be included in the match rules. Ifreceiving is not required, then only the purchase order data is used in the match.

    When you have decided which documents will be included in the match you must thendecide how these documents will be compared. The match control determines how the

    documents will be compared. The match control groups the rules that are applied to thedocuments to determine if there is a match or a match error.

    The Matching Engine uses the rules in the Match control to determine if there is a matchand the action to take. It also provides the message when an exception occurs and,optionally, specifies the workflow process used to notify the user of the error. Finally, inorder to provide control and validation information, the rule includes some classificationdata that assists the programs that process the rules.

    Matching rules can be divided into several categories, Match Rule Types: System Rules Data Entry Merchandise Amount, Extended amount. Note this type will not be used to

    generate a debit memo (Can be used for match exceptions) Merchandise Quantity, may generate a debit memo Merchandise Unit Price, may generate a debit memo Summary/Global auto-matches documents below a predefined amount, for

    example if you set $70.00 as the limit, all documents with a total merchandise lessthan or equal to $70.00 will automatically match

    Summary compares totals across purchase order, receipt and voucher

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    Sample Generate a debit memo

    If you have an agreement with your vendor you can generate a debit memo automaticallyfor differences outside an allowable tolerance defined by your business policies. Below isa match control that contains three rules that if violated will generate a debit memo.

    Scenario 1 over tolerance

    Enter a PO with 2 lines. Rules tolerances are 5% defined at the rule control

    PO line Voucher line PO Merch Total Voucher Merch Total1 1 100.00 111.002 2 200.00 225.00

    Both lines are outside tolerance and will have a debit memo in the amount of (34.00)generated to account for the discrepancy

    Scenario 2 debit memo generated for a single line

    Enter a PO with 2 lines. Rules tolerances are 5% defined at the rule control level

    PO line Voucher line PO Merch Total Voucher Merch Total1 1 100.00 81.002 2 200.00 225.00

    Line 1 will generate an exception, but not a debit memo. A debit memo is only generatedfor an amount over the tolerance. Therefore a debit memo in the amount of (25.00) willbe generated for line 2 only.

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    Sample Summary/Global rule

    . Tolerances for a rule can be defined in either amount or percentage. When rules areadded to a match rule control, appropriate fields will be enabled to accept tolerance

    values.

    The rule must be executed first. Other wise the exceptions will be created.

    Scenario 1 Global Amount Tolerance

    In this scenario we will enter an under and over limit of $70.00 for rule 820.

    Enter a Purchase order for 65.00. Create a voucher by copying this PO into the voucher.The voucher will not be matched as no tolerance difference has been allowed on the rule.Change the unit price amount on the voucher to 70.00. Run matching. The voucher willbe successfully matched. Provided there are no other exceptions for this voucher.

    Scenario 2 Global Percentage Tolerance

    In this scenario we will add rule 830, Global Percentage Tolerance to the match rulecontrol.

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    Under and over percentage tolerances are entered for this rule on the match rule control.This means that if the voucher will match if it is within 10% plus or minus the summaryamount.

    Enter a PO with 2 lines.

    Compare total merchandise amount between a PO and a Voucher

    PO line Voucher line PO Merch Total Voucher Merch Total1 1 100.00 101.002 2 200.00 225.00

    Total compares 300.00 to 326.00

    The match rule, Voucher total +/ 10% = PO total is True, therefore the voucher willbe matched In this case the total is not compared as the rule 830 is executed at the linelevel. Also just setting the action to Match on the rule control does not mean that thevoucher will be matched. The action specified under Continue to Next Rule plays a

    vital role..

    Scenario 3 Global Percentage Tolerance

    Enter a PO with 2 lines.

    Compare total merchandise amount between a PO and a Voucher

    PO line Voucher line PO Merch Total Voucher Merch Total1 1 100.00 110.002 2 200.00 225.00

    Total compares 300.00 to 335.00

    The match rule, Voucher total +/ 10% = PO total is False; therefore matching willgenerate an exception for rule 830. The rule 830 is at the line summary level. So linetotals will be compared and NOT the header total.

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    Sample - Summary MatchCompares totals across purchase order, receipt and voucher.

    Scenario 1 Match Exception

    Compare total merchandise amount between a PO and a Voucher

    PO line Voucher line PO Merch Total Voucher Merch Total1 1 100.00 30.002 2 200.00 70.00

    Total compares 300.00 to 100.00

    The match rule, Voucher total = PO total is False, therefore matching will continue tothe next rule to identify the reason for the discrepancy.

    Scenario 2 - MatchedCompares total merchandise amount between a Receiver and a Voucher

    Recv line Voucher line Recv Merch Total Voucher Merch Total1 1 100.00 100.002 2 200.00 200.00

    Total compares 300.00 to 300.00

    The match rule, Voucher total = Receipt total is True, therefore the voucher willbe matched and no further matching rules will be evaluated.

    Note: The matching process updates the details all all lines on the voucher, POand Receipt.

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    Rule Processing Flowchart

    Fetch Rules

    Fetch Rules for agiven Rule Control

    Is

    the Match Rule

    Level = Header

    Summary?

    HS

    LS

    Yes

    No

    Match Rule Level

    = Line Summary

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    Line Summary

    LS

    Use Tolerance

    at Rule Control

    is turned on?

    Is the tolerance

    based on

    Amount?

    Insert into Lin

    Summary Temp

    No tolerances are

    Yes

    Is the Rule

    SQL using PO

    Tolerances?

    Insert into Line

    Summary Temp

    table using PO

    tolerances

    Does the SQL contain

    %P(1) or %P(2) or both.

    These are parameter

    holders.

    Insert into Line

    Summary Temp table

    using the Amount

    tolerance specified

    Use %Tolerance

    Does the SQL contain

    either %P(1) or %P(2) or

    both. These are

    parameter holders

    Insert into Line

    Summary Temp table.

    No tolerances are used

    Insert into Line

    Summary Temp table

    using the % tolerance

    specified

    No

    No

    Yes No

    Yes

    Yes

    Insert into Line

    Summary Temp

    table using no PO

    tolerances

    NoYes

    No

    Rule

    Action

    Rule

    Action

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    Apply Rule Action

    Rule

    Action

    Is the Rule

    Action =

    Exception?

    Get Workbench

    Fields from the

    Rule Setup page

    Insert into

    AP_MTCH_EXCPTN

    Set the Exception

    Flag on the

    Header/Line Temp

    table

    Is the Rule

    Action = Debit

    Memo?

    Set Debit Memo

    Flag = Y on Line

    Summary temp

    table

    Set the Debit

    Memo Category =

    Quantity

    Is the Debit

    Memo

    Category =

    Quantity?

    Set the Debit

    Memo Category =

    PriceCheck Continue to

    Next Rule

    Always

    Continue?

    Proceed With the

    Next Rule

    Continue if

    True?

    Vouchers that DID NOT

    satisfy the rule criteria will

    NOTgo through further rule

    processing

    Continue if

    False?

    Vouchers that satisfied the

    rule criteria will NOTgo

    through further rule

    processing

    No

    Yes

    No

    No

    Yes

    No

    Yes

    No

    Yes

    Yes

    Yes

    Take

    Action Take

    Action

    Take

    Action

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    Status Update

    Is the exception

    Flag on Header/Line

    Summary = Y

    Set Match Status

    on Voucher as

    Matched

    Is the Debit

    Memo Flag =

    Y

    No No

    Reset the Debit

    Memo Flag if there

    is at least one

    Exception

    Yes

    Reset Debit Memo

    Flag if Voucher

    Qty/Price < PO

    Qty/Price

    Reset Debit Memo

    Flags if the Vendoris NOT setup for

    Debit Memo

    Reset Debit Memo if

    all the exception

    were overridden

    without Debit Memo

    as the action

    For Vouchers that

    successfully met the

    Debit Memo criteria

    convert all the

    exceptions to Override

    For vouchers that met the

    Debit memo criteria, set

    the Match action on

    Voucher as Matched with

    Debit Memo

    Has all the

    exceptions

    been

    overridden?

    Set the Match

    action on voucher

    as Exception

    Were the

    exceptions

    overridden with

    Debit Memo?

    Set the Match

    Status on Voucher

    as Matched with

    Override

    Delete All the

    exception Records

    Yes

    Yes

    No

    No

    Yes

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    Rule Definition

    A wide variety of match rules are delivered. Each rule is associated with a match ruletype. Only those rules whose match rule type is Merchandise Quantity, or Merchandise

    unit price, can have a Debit Memo Category. The debit memo category is eitherQuantity or unit price. The system uses either the quantity or the unit price as the basefor calculating the discrepancy. No debit memo is generated for header level amountdiscrepancies.The match rule level indicates whether the matching engine is looking at the voucherheader record or the voucher line when comparing values.

    The long description will appear on the match workbench by accessing the details icon.It is recommended that you provide the user with corrective action appropriate for yourbusiness. The user will be able to handle the exception without having to access externaldocumentation.

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    Tolerance at Rule ControlIf your business employs a standard match tolerance for all items regardless of thecategory, you may create rules that use tolerances that you define. This method replacesthe need to maintain the tolerances on the Item Category or on the Item. Check on theUnder Tolerance at Rule Control. You will then be provided with the choice of

    employing Amount or Percentage tolerances. These tolerances are both under andover tolerances. You will enter the under and over values on the match controlcomponent. The match control page will open and an editable box for each rule that havethe check box Use Tolerance at Rule Control turned on. The amount or percentagefield will provide an editable field as appropriate. See match rule control below:Note: The match control, Standard Rule Tolerance, contains the rules that use rules

    with this check box turned on. Also note the delivered rule descriptions. Two sets ofrules exist, one that uses rule tolerances and one that uses the tolerences defaulted to thePO. Use the appropriate version of the rule because the rule references the sroagelocation of the tolerance; rule or PO.

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    Amount orPercentagefield is editabledepending onthe rule

    Workbench

    On the workbench tab you define how you would like to have information for this ruledisplayed on the workbench. The Workbench Match Rule label will appear on theworkbench, to identify the rule. The long description seen on the rule definition will beavailable on the workbench by clicking on a details icon.

    By selecting the checkbox Display this match rule on the workbench only if matchinggenerates and exception for this rule, you can limit the rules displayed on the matchworkbench. If you do not check this box, all rules in your match control will display onthe match workbench.

    Finally under workbench properties you will provide the value that will be displayed ineach of the voucher, purchase order and receiver columns. If a rule compares voucher topurchase order, you would not select a receiving value as well. There is no edit to ensurethat the values that you provide correspond with the match. It is recommended that youdo not modify the workbench properties for delivered rules. For rules that you create it isrecommended that you work with your IT staff to ensure that you select the appropriatevalue for voucher, receiver and purchase order. You may only select fields that areprovided in the drop down list.

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    Workflow

    Exception Routing can be at the match rule level. The parameters are inherited from thematch rule type and can be overridden by checking on the Override Rule TypeParameters. The user can specify either the role to which work list or email notification

    messages will be sent. The work list/email notification will be triggered only if the actionis set to exception at the match control (rule set) level. Every user that is tied to the roleshould have a valid email address, in order to receive email notification. These (worklist/email notification) will be triggered from the matching process as well as workbench.

    Because of the matching process, the system will assign reason codes (match exception.E.g. in this case the match rule ID)for the various mismatches. The system will routediscrepancies to users for further resolution. The routing tables should define the rules tobe used for routing exceptions.

    The notification reminder days edit box allows you to enter a number of days before a

    subsequent notification is sent.

    Note: for a single error it may appear on a work list as well as sending an email

    notification

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    MMaattcchhRRuulleeCCoonnttrroollssOverview

    We will deliver a standard set of rules, Match Controls which represent a variety ofbusiness practices:

    Standard Rule Tolerance

    Standard Purchase Order Tolerance Debit Memo Basic Match Standard Rules, delivered in Release 8.8

    It is recommended that the user select the Match Control rules that most closely matchyour organizations policy. You may re-sequence rules, see the far left hand columns.You may delete those rules that do not apply. Assign actions for match rules For exampleyou may wish to remove rules that compare voucher and receiver if you do not receive.As well, an authorized user will be able to, add new match rules or change an existingmatch rule.

    Under Action, there are three possible actions (see also match rule type): Match Exception Debit Memo

    The final column on the right, asks the match engine to evaluate the results of the matchrule. If you indicate that you will always continue, the evaluation is inconsequential. Ifthe rule provides an evaluation of True, for example rule 200 seen blow. When thevoucher total equals the PO total (true), the system matches the documents and matchingwill not proceed. If the total are not equal (false), it will continue to the next rule. Theprocess continues to determine which detailed rule has failed to prevent the voucher frommatching at a header level.

    Evaluate

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    Action, asdefined on theMatch Rule Type

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    Sample Match Run

    By reordering the rules, you can reduce the number of vouchers that have every ruleapplied. By reducing the number of documnets in eash step, the process runs moreefficiently. The following example illustrates this idea..

    Start matching with 10,000vouchers

    500 vouchers match on Rule 2009,500voucher proceed to the next rule

    1,500 vouchers match Rule 230;8,000voucher proceed to the next rule

    2,000-voucher fail Rule 2406,000voucher proceed to the nextrule

    As per match control,6,000vouchers will have all remaining rules applied

    If the most common situation is demonstrated by these statistics, switching rules 200 and230 will improve matching performanace.

    Note: Review the complete list of rules after reordereing to insure that a document is notmatched by missing a key rule.

    Summary Match

    The summary match rule will not produce a match exception. The statement is evaluatedto determine if it returns a True or False and is intended to result in an action ofMatch if the staement is ture..

    Scenario 1

    For example the voucher total is 10,000.00 and the receiver total is 10,000.00. TheMatch engine will return an evaluation of True. The action indicates to Continue ifFalse, as the statement is True; the voucher will be matched and no other match rules

    will be executed

    Scenario 2

    In this example for the voucher is 10,300.00 and the receipt is10,000.00 with no toleranceallowed. The Match engine will return an evaluation of False, for the statement

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    Merchandise Amount = Receiver Merchandise Amount. The action, indicates toContinue if False. The match engine will continue executing rules until a line levelviolation is found that will identify the reason for a $300.00 discrepancy.

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    Delivered Match Control Rules

    System Rules

    System rules are included in all match rule controls. These rules are executed first. If no

    system rule is violated the other rules in the match control will be executed. It isrecommended that you select the delivered match rule control that most closely matchesyou business practice and make changes accordingly.

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    Standard Purchase Order Tolerance

    STD_PO_TOL, includes the match rules using tolerances from the purchase order.The tolerances may be inherited from the item, the item category or entered on thepurchase order itself. Note: if you change the action to Debit Memo for any rule

    you will receive an error message if no debit memo category is assigned to this rule.

    Also note that the rule program code references the tolerances on the PO. Changing to arule tolerance will result in erroneous application of the rule.

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    Standard Rule Tolerance

    STD_RL_TOL, includes all match rules using tolerances from the match rule. Thoserules for which an amount or percentage tolerance is appropriate a modifiable field isopened. You can enter the under and over values that are appropriate for your

    organization. If no value is entered it is assumed that the tolerance is zero, and musttherefore be an exact match.Note: that the rule program code references the tolerances on the Match Control.

    Changing to a PO tolerance will result in erroneous application of the rule.

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    Compare and Contrast Purchase Order and Rule Tolerances

    Scenario 1 PO Tolerance Match Rule Control (STD_PO_TOL is the rule control)

    Expected Result PO tolerance Item 10000 has a unit price tolerance of 2.00 USD. PO has a quantity of 1.00 and unit price of 100.00 USD. Enter the voucher by copying from the PO. The unit price is changed to 103.00 USD. The match rule control uses PO tolerances. The voucher fails matching because the unit price is greater than the PO unit price

    plus PO tolerance (100.00 + 2.00).

    Scenario 2 Standard Rule Tolerance Match Rule Control (STD_RL_TOL is the rule con trol )

    Match rule tolerance for Item 10000 has a unit price tolerance of 2.00 USD. PO has a quantity of 1.00 and unit price of 100.00 USD. Copying from the PO enters the voucher. The unit price is changed to 103.00 USD. The match rule control uses match rule tolerances. The match rule unit price tolerance is 5.00 USD. The voucher successfully matches because the unit price is less than the PO unit

    price plus match rule tolerance (100.00 + 5.00).

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    Debit MemoTo create a debit memo adjustment voucher, select this match rule control. The DebitMemo match rule control allows the system to create a debit memo adjustment voucherinstead of match exceptions. Note: the match rules must be mapped to a match rule

    type that has a debit memo category and the vendor must be configured to acceptdebit memos for discrepancies.

    The delivered Debit Memo Match Control uses rules that include rule tolerances.Replace the rules with the equivalent PO tolerance versions to implement a rule basedmethod.

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    Basic match

    This match control contains the minimum number of rules required to perform a match,among the voucher- purchase order receiver documents. If you will only be matchingbetween a purchase order and a voucher you may delete rules from the basic match that

    compare the voucher to the receiver. Likewise if you will only match the receiver to thevoucher you may delete rules from the basic match that compare the voucher and thepurchase order.

    Note: if you change the action to Debit Memo for any rule you will receive an

    error message if no debit memo category is assigned to this rule.

    The delivered Basic Match Control uses rules that include PO tolerances. Replace therules with the equivalent rule tolerance versions to implement a rule based method.

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    Standard

    The Rules delivered in this match control are similar to the rules delivered in release 8.8.The statement compares the same values, however they were re-written to access thetables that are now used in release 8.9.

    The Standard Match Control allows an upgrading customer to continue to use theirexisting rules without taking advanbtage of the new featues. Be sure to review theexisting rules to insure that no customization was used.

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    Debit MemoOOvveerrvviieewwBefore paying an invoice from a vendor, the organization needs proof of delivery. The

    organization needs to be sure that it got what it is paying for. The proof of deliverycomes in two forms: Invoice review and approval by the individual that requested the goods or service An automatic match that compares the invoice to a purchase order and receipt.

    If there is a discrepancy due to a vendors error, the resolution traditionally involvedpaying short, reducing the amount of the invoice by the amount of the discrepancy, orrequesting a credit memo from the vendor.

    The first method creates confusion with the vendor because the payment doesnt matchthe invoice and there is no record of the reason for the change. The later method delayedthe completion of the payment process until the credit memo arrived.

    The better method for handling discrepancies is to create a debit memo that records thereason and amount of the adjustment. Then the debit memo can be used to reduce thepayment while providing the vendor with information for the adjustment. It also providesan audit trail for resolving questions.

    In order to implement this function, the system user needs a method to define thecharacteristics of the debit memo created by the system. This document describes thedebit memo configuration process.

    The creation of the debit memo assumes the existence of an agreement with the vendorthat allows the adjustment to the invoice. The vendor record must include a method toindicate this agreement.

    If an agreement exists, and because the system automatically creates the document, itneeds a method for the user to configure processing characteristics of the document. Thisconfiguration must be flexible enough to meet the requirements of many industrysegments.

    Because the process is linked to the vendor, the configuration values will be carried onthe vendor location.

    CCoonnffiigguurraattiioonnAuthority to issue a debit memoThe authority to issue debit memos assumes the existence of a contractual relationshipwith the vendor. The first two options address this. The first option indicates theexistence of the agreement and the other parameters controls the automation of the

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    process. If an agreement exists but is not automatic, the user is allowed to create thedebit memo from the Match Workbench.

    Match process will generate a debit memo, based on match rule and vendor set-up. If theAllow Debit memo is checked on, all fields related to debit memo configuration are

    enabled. Checking this box indicates that an agreement with the vendor is in place.Allows entry of the remaining options.

    Payment Terms

    The terms code option can be defaulted using the standard defaults defined for vouchersor the user can defines specific terms for the debit memo. The Payment TermsConfiguration determines the values when the user overrides the default.

    In addition, the user can specify that the debit memo be placed on payment hold when itis created. Because the two documents represent a set, the user may want to hold theoriginal voucher as well. Once the vendor confirms the deduction, the user releases bothdocuments for payment.

    When blank, use the current date as the scheduled payment date, net due date anddiscount date.

    Else use the terms code and the terms code algorithms to calculate the dates.

    Use Voucher Payment Dates

    Use this option when the user wants to insure that the debit memo pays in the same PayCycle as the original voucher.

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    Invoice ID Suffix

    When building the debit memo from the discrepancies identified on a regular voucher,the systems needs to create a unique ID to prevent duplicate invoice errors The suffix isrequired and the 1-2 characters will be appended to the end of the voucher invoice

    number. (It overlays the last two characters when the invoice number uses the full lengthof the field.)

    Payment Hold

    Because of legal requirements or business practice, the organization may want to hold thedebit memo as well as the original voucher. The payment is held until the vendoracknowledges the debit memo or sends a corrected invoice.

    The user must manually release the hold status when the debit memo is ready forpayment.

    .

    Payment Message / Messages

    The user specifies a message or message code that appears on the remittance advice whenthe debit memo is included on a payment. This provides for an additional explanation forthe payment adjustment.

    When checked, the process prorates the values on the original voucher based on the debitmemo amount and includes them on the debit memo.Based on the agreement with the vendor, a notification process may be needed. The debit

    memo affects the amount paid to vendor and must be accommodated in the vendorsAccounts Receivable system.

    The notification requirement is accomplished by dispatching the debit memo document tothe vendor.

    The following options control that process.

    Dispatch method

    The user can designate any of the methods included in the PO dispatch methods, Print,

    FAX, EDX, Email, and Phone. This option can be overridden on the debit voucher.

    Note: Dispatching the Debit Memo, although good business practice, is optional. Noprocessing of the debit memo is interrupted if it is not dispatched.

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    Once it has determined the action, the process retrieves the vendor configuration. Thevendor option must allow for the creation to occur. If this is not true, a system matcherror is generated, the voucher is put in an exception status.

    The matching process needs to verify that only debit memo exceptions exist. If non-debitmemo exceptions exist for any of the lines on the voucher, debit memo creation is notallowed.

    The process creates a new adjustment voucher using the original voucher as a template.This process is the same as using the copy button when entering an adjustment voucherusing the Voucher Entry page. The steps are:

    Copy the header and the line and distribution records for each line on the voucher that hasa Create Debit Memo action.

    Compute the adjustment amounts.

    Prorate the distribution amounts based on the original amounts and the adjustmentamounts. Access the vendor debit memo options. Update the vendor address if necessary Set the dispatch method and dispatch status. Update the payment terms if necessary. Place the documents on payment hold if necessary. Add the payment message if necessary. Set the related voucher links in the debit memo.

    After formatting the adjustment voucher (debit memo), write the data to the voucherstaging tables and initiate voucher build.

    Note: the adjustment voucher will be automatically approved if the customer uses

    voucher approval. Because the system creates the voucher, an implied approval

    exists. Automatically approving the voucher also satisfies eSettlements approval

    requirements.

    After creating the debit memo, the system needs to update the matching records in thesame manner as would be done if the original voucher and the adjustment vouchermatched.

    The system needs to consider the debit memo and the related voucher as a set. At timessubsequent processing may need to apply changes as a set or at minimum issues warningmessages when one of the documents is changed.

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    Lifecycle Processing RulesYou may only close the debit memo if original voucher is closed. However the originalvoucher cant be changed without changing the debit memo. Doing so would leave anorphan. This is an illogical business situation. The debit memo was created because ofthe original voucher and now the original no longer exists.

    When changing either document, the system issues a message notifying the user that theassociated document exists. The message on the regular voucher is a Hard messagewhich prevents the user from modifying the document.. The debit memo is a warningmessage to the user of the existence of the original document.

    If you delete a debit memo you will receive a warning message to indicate that the debitmemo is associated with a regular voucher. Remember that the debit memo is created tocomplete the match transaction.

    If you undo match for a voucher it will delete the debit memo automatically, if there is no

    commitment control. The debit memo completes the match transaction and must bedeleted if you undo a match. If commitment control is turned on for your business unit,you will be advised that you must manually delete the debit memo prior to performing anundo match on the voucher.

    NNoottiiffiiccaattiioonn((DDiissppaattcchhiinngg))By issuing a debit memo you are adjusting the payment to the vendor. It is as goodbusiness practice to generate a debit memo to notify the vendor. The notification alsoserves as a communication tool to keep the vendor informed of delivery or invoicingissues.

    This process is part of a general function to keep interested parties informed of theprogress of invoice entry and payment.The intent of the form is to communicate the details of the deduction to the vendor. It notonly indicates the amount of the deduction, but also identifies the reason for thededuction, the calculation used to compute the amount, and displays the related documentIDs that is the basis for the debit memo.

    Because the requirements vary widely, we deliver a template report that can be modifiedby the customer, if necessary.

    Notify your vendor that adjustment made to the original voucher

    Dispatch produces a paper copy of the debit memo

    Note: Vendor location contains parameters for creating and dispatching

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    DDiissppaattcchhYou may schedule debit memos as a regular job to run once or a few times a day. Youmay also using the selection parameters to run for:

    One or many business units All vouchers or a specific voucher

    All vendors or a specific vendor A specific date or a range of dates

    Dispatch method: the user can designate any of the methods included in the POdispatch methods, Print, FAX, EDX, Email, and Phone. This option can beoverridden on the debit voucher.

    The dispatch methods use the vendor configuration to determine where to send thedocument. Printed debit memos need an address, for example. Because the debitmemo destination may be different from the others, the debit memo configurationmust allow overriding destinations.

    Address OptionThe default address is the Remit-to address on the vendor location. This assumes that thearea of the vendors organization that deals with the debit memo is the same as woulddeal with the payment.

    If you will notify your vendor via fax, you may install Merkur DeliveryWare and Merkur

    connector software. This third-party software is required for dispatching debit memo andvourcher information via fax or email.

    Note: The landed cost extraction application engine process includes debit memo

    adjustment vouchers after they are matched and posted.

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    Sample Debit Memo

    The debit memo format is very similar to a credit note that you would expect to receivefrom the supplier. The line information provides the original information and compares itwith the purchase order or receiver to justify the generation of a debit memo. The invoice

    number, is the vendor original number with a suffix of DM as defined on the vendorlocation.

    The invoice date is the date the demo memo is generated through matching.

    This is the debitmemo addressspecified on the

    venor location

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    RReeppoorrttssOverview

    On the Accounts Payables Center page, under reports we provide a set of reports on debitmemos, see below. The reports provide a variety of information to assist you in tracking

    the status of debit memos generated via the matching process.

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    List unpaid debit memos

    You may decide to build debit memos with the same payment date as the originalsupplier invoice, or your may decide to build this voucher on payment hold. This reportwill allow you to find those debit memos that are not yet paid by business unit and by

    vendor.

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    List vendors with debit memo agreements

    List vendors with debit memo agreements and their debit memo options. You maychoose to run for all vendor or specify a vendor.

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    Summary InvoiceOOvveerrvviieewwThe Summary Invoice component facilitates entering header level information to build a

    voucher. For speedy data entry the PO business unit and PO number are included on thesearch dialogue. The PO business unit is not a required field. If, however the PO numberexists in more than one business unit the user will be given a search list from which tochose the corresponding business unit and purchase order. The packing slip if availablecan also be added as an additional filter for searching for receipts. The user will completethe search dialogue and then click on Add.

    Purchase orders with a payment method of procurement card will not be eligible to beselected on the summary invoice. Receipts associated with a purchase order of thispayment type will not be available either. Note: you may only use the summary invoicefor PO related vouchers.

    When the user enters the component, the fields will be populated as you see below. Theuser will then click on the Copy command button. This will then populate work fieldsbased on the document that is copied into the voucher.

    The copy logic will first look for receivers associated with the purchase order. If apacking slip has been entered this will be used as an additional filter copying to the

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    summary invoice only those unmatched receiver lines that bear the packing slip numberentered.The packing slip number will also be added to quick invoice and staging tables aswell as VOUCHER. There will not be any processing in voucher build associated withthe packing slip number it will be informational only. Receipt association to find receiptswill use this information.

    If the packing slip number is not found. The user will receive a warning message toadvise them that the value does not exist. The purchase order will then be copied into thevoucher. The packing slip will be copied to the quick invoice table and will be carriedforward to the regular voucher when it is built.

    ?? (True? No tolerance means all vouchers must be reveiwed?)For business units withouttolerance and for those outside of tolerance, the summary invoice will be saved inTolerance status. The level 2 users will then need to handle the discrepancy on thecomplete worksheet of the quick invoice. All lines copied into the voucher whether fromthe receiver or purchase order will be visible and modifiable. Note: tolerance checking

    does not apply to the complete worksheet of the quick invoice

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    Tolerance miscellaneous charge to Accounting Entry TemplateAdd summary invoice balancing account to Accounting Entry Template list.

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    Define tolerances on AP Business UnitTolerances are established on the Accounts Payable Business Unit on the SummaryInvoice Tab. If no tolerance values are entered, tolerance is assumed to be $0.00 and0.00 percent. Therefore the summary invoice will be saved in To build status if andonly if there is an exact match between the suppliers invoice and the source document

    (purchase order or receiver).

    Percentage and amount tolerances are either/or. For example you enter a summaryinvoice for 6000.00 the source that is selected totals 6055.00. Assume the tolerancepercentage over is 1.00 and the amount is $50.00 as per the page displayed below. Thedifference is $55.00; while this is less than 1% it is greater than $50.00. No miscellaneouscharge will be calculated for this summary invoice. The voucher will be saved intolerance status.

    In general Summary Invoice Control tolerance should be similar to tolerances that havebeen established for items, categories or match rule control. See also delivered Match

    Rule Control, STD_RL_TOL. The Match Rule Control, STD_RL_TOL, allows you toenter tolerances specific to the match control that will override tolerances on the purchaseorder.

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    SSuummmmaarryyIInnvvooiicceeiinnssiiddeettoolleerraanncceeIn this scenario we will enter a PO Business Unit, Purchase Order and the gross invoiceamount will be within $10.00 of the source document. Our summary invoice should savewith a miscellaneous charge.

    Click on the Copy to Voucher command button to copy the source document into thevoucher, however, this will be invisible to the user.

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    The information from the source document will be populated on the right-hand side of thepage for review. We can see that the difference between the supplier invoice and thesource document is $10.00. The user can then click on the Save button.

    The sum of the unmatched PO_LN_SHIP rows will be written to the total amount field.You will see below, a field labelled Source Document, this will indicate whether thepurchase order or a receiver was used to populate the Summary Invoice.

    The misc charge amount is populated to balance this voucher and to save it in a buildstatus of To build.

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    SSuummmmaarryyIInnvvooiicceeoouuttssiiddeettoolleerraanncceeIn this scenario the gross amount entered exceeds the allowable difference of $50.00.The difference between the suppliers invoice and source document is $90.00.

    The user will save the voucher and reconcile the difference on the complete worksheet ofthe Quick Invoice. It will be saved with a build status of Tolerance. It cannot beselected by the voucher build status while in Tolerance status.

    If the same user can also reconcile the difference, click on the hyperlink labelledVoucher Details. This will open the Quick Invoice, Complete worksheet. The user canretrieve the line detail and reconcile the discrepancy on the Quick Invoice template.

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    CCoorrrreeccttaaSSuummmmaarryyIInnvvooiicceeuussiinnggtthheeCCoommpplleetteeWWoorrkksshheeeett

    You may enter the Complete Worksheet either directly via the Voucher Detailhyperlink on the Summary Invoice Component or by searching for those vouchers whoseBuild Status is Tolerance Hold.

    You will then retrieve the line detail to reconcile the discrepancy.

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    When you click on the line details, the Invoice line information will be displayed, as yousee below:

    Review and correct on the Quick InvoiceAdd a voucher line for the difference

    OrModified lines copied from the Source Document

    When the corrections have been made and you have verified that the voucher is inbalance, i.e. the difference is 0.00, you must change the voucher build status to ToBuild. The voucher is then ready to be built. See below:

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    RRuunnVVoouucchheerrBBuuiillddYou may schedule this job to be run as often as your business demands. You may alsorun voucher build on-demand from the Quick invoice component itself for those voucherswhich had discrepancies that needed to be resolved using the Complete Worksheet.

    Under processing options you may elect to run voucher build for: All business units A single business unit A single voucher

    You will choose Quick Invoice as the voucher build interface.

    RReevviieewwaaccccoouunnttiinnggeennttrriieessffoorraammiisscceellllaanneeoouusscchhaarrggee

    Following voucher post you may review the accounting entries to verify that themiscellaneous charge has been posted to the tolerance miscellaneous charge asidentified on the accounting entry template.

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    Excel UploadOOvveerrvviieewwMany vendors are moving away from sending paper invoices. We can accept Supplierinvoices sent via EDI, XML and uploaded into the _STG tables via excel. Supplier may

    use their product code rather than the item number on the purchase order. The productnumber may have to be cross-referenced between the supplier product number and thePeoplesoft item number. Build will need to find the line number and schedule and thencompare the item code on the EDI/XML file to the Purchase order

    The product code translation will precede the association logic. Voucher for which anitem translation cannot be found will have a pre-edit error. The user will need to addressmanually on the quick invoice component.

    The vouchers included in a spreadsheet can vary from simple one line expressdocuments to complex multi-line PO related documents. That is, spreadsheet vouchersencompass the complete functionality available when entering the data through the on-line pages.

    Therefore, the upload process must include all data elements in the regular entry process.

    On the other hand, two requirements drive the new feature.

    Minimum data entry

    The customer examples show that the spreadsheets are customized to limit the data to theminimum needed for that customers configuration. For example, Payables business unitmay be added as a constant during the upload if it is always the same.

    The spreadsheets also collapse PeopleSofts 3-level voucher structure (voucher/voucherline/distribution) into one or two rows. An example of this is using one spreadsheet rowper voucher, assuming that all vouchers have one line and one distribution.

    Supplying the required values.

    One of the problems that need to be overcome in uploading data is to supply therequired data values. For example, Payables business unit must be entered and enteredwith the proper value. Vendor ID is required and the correct ID, including leading zeros,must be entered in order for the invoice to load properly. This is especially true forvouchers sent from vendors or other external sources. The source must be given thevalues and structure or the values must be manually added before the upload.

    To be useful, the spreadsheet upload must be both flexible and complete.

    It must allow the inclusion of any of the data elements available on the regular voucherentry page.

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    It must be flexible enough to identify the record ID as well as the data elementwhen performing the upload.

    It must be able to supply defaults for columns to eliminate repeating data. It must allow vouchers with multiple lines and/or multiple distributions. It must include control group entry or automatic generation.

    In addition to the actual data transfer operation, the process must provide controlmechanisms as well.

    When manipulating the files, the users may mistakenly upload the same file morethan once.

    The file may also fail in the upload process and need to be recovered and re-uploaded.

    A workflow process is needed to inform two sets of users on the progress of theupload. The sender needs information on the receipt and acceptance of the fileand the AP operator (receiver) needs prompts that inform on the arrival and

    source of the files.

    Calculate matching due date

    Voucher build will need to calculate a voucher match due date based on a new parametermatch delay days for electronic input only. The delay days will be added to the voucherentered date to calculate the match due date. The delay days parameter is a factor toestimate the number of days that will elapse from the date the supplier invoice is enteredand the receipt has been processed. Calculating a match due date and only selectingvouchers on or after this date will reduce the number of match exceptions for missingreceipts

    The Match Delay Days is a parameter available on the default hierarchy, BusinessUnit, Voucher origin, control group, vendor location and may be overridden on the builtvoucher. If Delay days have not been defined at any level in the default hierarchy,Delay Days = zero.

    Match due date will be set to entered date when no receiving is required on a Purchaseorder. The purpose of the wait days is to provide for a delay between the processing ofthe receipt and the processing of the suppliers invoice. The match due date will be alsobe set to the entered date, if the vendor is defined as an ERS vendor. Note: No DelayDays calculation for Quick Invoices. Its only for vouchers electronically entered. (XML,EDI and Excel)

    PPrreerreeqquuiissiitteessffoorreexxcceelluuppllooaadd Supports Microsoft Excel formats as input. If the customer uses a non-Excel

    spreadsheet, the data file must be converted to an Excel format before uploading. The upload performs minimal editing. PeopleSoft Voucher Build will provide the

    defaulting / editing function. Install MicroSoft delivered XML library file MSXML.DLL

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    Set up your Microsoft Excel to accept macros Configure Integration Broker for the Voucher EIP (enterprise integration point). Configure web server and application server for Integration Gateway. Pub/Sub servers established before bringing up the application server.

    PPeerrssoonnaalliizzeeeexxcceellwwoorrkksshheeeett Copy voucher workbook file (ExcelUploadforVoucher.xls) to a folder on your

    workstation. The Excel file located the core\build\excel folder shipped with PeopleSoft

    The first sheet contains the template. This sheet allows the user to configure the

    data entry sheet.

    The user also specifies the location for the submitted spreadsheet.

    Once the configuration data is complete, the uses one or more of the buttons toexecute Visual Basic macros to complete the process.

    Update Data Sheethides unused columns.

    Set Passworddefines a password that locks the template configuration. Only auser that enters the correct password will have access to the template sheet.

    Hide Template Hides the setup sheet. Only the data entry sheet is show to theuser.

    The second page of the worksheet is your personalized worksheet. It displays only thefields that you select on the first page of the workbook

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    Note: the following fields are the minimum requirements for the excel upload when

    not inc