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AP Email Voucher Match Exception Notifications –when to request an override vs. when to do a change order

This job aid addresses the AP email match exception notifications that are auto-generated to the Requisition Approver by SciQuest when a voucher fails matching, and explains how to determine if a Change Request Requisition is necessary, or if a match override is appropriate.

Note that while policy does allow AP to do overrides for match exceptions for many commodities up to the specified dollar limits addressed in this job aid, if the department is not comfortable requesting an override, they may do a Change Request requisition and leave it up to the discretion of the Procurement Analyst to decide if it is necessary.

PO Match exceptions are controlled by the Commodity Code (not to be confused with the account code) that is assigned to the line of the BuyWays requisition/purchase order. The Commodity Codeis assigned to the line by the Requisitioner at the time the requisition is data entered in the system.

Screen shot of theCommodity Code for Printing/Copying on the Requisition Shopping Cart page:

  • While it’s a requisition, the Commodity Code directs workflow. Once the requisition becomes a purchase order, the Commodity Code controls AP payment tolerances and the receiving requirement for the PO line.
  • Tolerances dictate how much over the PO line amount a voucher is allowed to go before it fails matching. The tolerances vary from one commodity to another.
  • When a voucher fails matching because it exceeds the tolerances for that line, or because the commodity requires receiving, the system generates an automatic email notification to the requisition Approver.
  • If it’s a tolerance issue, it’s up to the department and AP to determine if a change request requisition should be processed through BuyWays to request that Procurement amend the purchase order. The department and AP will make that decision based upon theAPMatch Exceptions Chart (Click here to view/print) .

Click here to skip directly to an explanation for how to read the chart and the business process to be followed.

  • The department and AP will work closely with the Procurement Analyst who is responsible for the Commodity Code on the PO if there is a question as to whether a change order needs to be done.
  • If it’s a receiving issue (the Commodity on the line requires receiving), it’s up to the recipient of the email notification to determine if the purchase order item(s) have been received, and to then notify their department Receiver to receive. Note that the approval of the voucher alone does not authorize payment. The Receiver must receive the order.
  • A comparison of the PO Invoice and Voucher amounts can be viewed in the Invoices tab of the PO:

Partial Screen shot of the PO header page and the Invoices tab:

  • Accurate Commodity Codeassignment is important to insure proper workflow, tolerances, and receiving. Commodity assignment is reviewed as a part of post audit.
  • Do not do change orders for freight charges. AP will add the freight to the Voucher Header, and the system will distribute it over the voucher lines. The addition of freight alone to the voucher will not cause the voucher to fail matching.
  • If more than one forced match is requested on a purchase order, the PO totals that are referenced in the chart cannot exceed the sum of all vouchers against that PO.
  • Each department needs to work out their own business processes for dealing with receiving and tolerance notifications.
  • Contact the Procurement Analyst who is responsible for the commodity assigned to the purchase order if you question whether a change order needs to be, or can be, done.

Scenarios:

A Voucher fails matching and the requisition Approver receives an email notification from SciQuest Support that there is a voucher in match exception that requires their approval. The email notification contains a link that allows them to access and view the voucher:

Screen shot of an email notification for a voucher match exception:

  • The Approver clicks on the link in the email to access the BuyWays Approval page, which displays the voucher(s) pending his/her approval.

Partial Screen shot of the BuyWays My Approvals – Voucher page:

Scenario 1 – A Change Order is Unnecessary:

  • The Approver selects the voucher in the Approvals tab and views the Voucher Summary tab. The Approver sees that the exception is against a purchase order for printing and that the PO Commodity Code is Printing/Copying.

Partial Screenshot of a voucher header Summary tab:

Partial Screenshot of a PO Line on a voucher header. The Commodity Code is visible. The Approver can access the PO to view/print by clicking on the PO ID at the line level:

  • The Approver then views the yellow highlighted items on the Voucher Matching tab and sees that the purchase order total was $350, but the invoice came in for $475 due to some print overages. The Approver also sees that there is an additional $25 shipping charge that was not referenced on the purchase order. In this scenario, the Approver is ok with the charges.

The Voucher Matching Tab on the voucher header:

Question: Is a change order necessary to get the invoice paid?

  • Process: The Approver reviews their copy of the AP Match Exceptions Chart. They look for the Printing/CopyingCommodity Code charged to the PO and see that they can request a force match as long as the increase will not bring the PO total over $5,000.

Partial Screen shot of the AP Match Exceptions Chart for the Commodity Code on the PO Line:

Answer: Based on the commodity charged, a change order is unnecessary. AP can force pay the invoice based on the approval of the match exception because the total value of the purchase order, including the overages and shipping, is less than $5,000.

  • IMPORTANT: The Approver adds a Comment to the voucher indicating that it is ok to override the Match Exception and approves the voucher.

Partial Screenshot of the Voucher dropdown to access Add Comments and Voucher Approvals:

  • AP will check the AP Match Exceptions chart to verify that a force match is appropriate before they approve the voucher for payment.
  • IMPORTANT: If the Approver needs time to research the charges, they would add a Comment to the voucher explaining the delay for AP to view. The Approver would not approve the voucher until it is ok to pay.
  • IMPORTANT: If the Approver wants to reject the voucher, they wouldadd a detailed Comment to the voucher explaining why the voucher should be canceled, then Approve the voucher. AP will view the Comments and cancel the voucher.

Scenario 2 – A Change Order needs to be done:

  • The Approver selects the voucher in the Approvals tab and views the Voucher Summary tab.The Approver sees that the exception is against a purchase order for a Contract for Services and that the PO Commodity Code is Consulting Services, includes CFS.

Partial Screenshot of a voucher header Summary tab:

PartialScreenshot of a PO Line on a voucher header. The Commodity Code is visible. The Approver can access the PO to view/print by clicking on the PO ID at the line level:

  • The Approver then views the yellow highlighted items in the Voucher Matching tab and sees that the purchase order total was $8,500, but the invoice came in for $10,100 due to additional hours. The Approver is ok with the charges.

The Voucher Matching Tab on the voucher header:

Question: Is a change order necessary to get the invoice paid?

  • Process: The Approver reviews their copy of the AP Match Exceptions Chart. The Approver looks for the Consulting Services, includes CFSCommodity Code charged to the PO and see that (s)hecan’t request a force match because the invoice would bring the total value of the purchase order over $10,000.

Partial Screen shot of the AP Match Exceptions Chart for the Commodity Code on the PO line:

Answer: Based on the commodity code charged, a change order needs to be done to update the purchase order to reflect the increase. In accordance with purchasing policy, a hard copy long form Contract for Service also needs to be provided because the total value of the purchase now exceeds the $10,000 requirement for a hard copy, long form Contract for Services.

  • If the department had already provided a hard copy long form Contract for Service for the $8,500, the department would need to attach a completed Amendment form to their Change Request Requisition to authorize the increase.
  • The Approver adds a Comment to the voucher indicating that they will do a Change Request Requisition to authorize the increase. The Approver does not approve the voucher until after the change has been made to the Purchase Order by Procurement.

Partial Screenshot of the Voucher dropdown to access Add Comments and Voucher Approvals:

  • AP will not pay the invoice until the PO reflects the required change(s).
  • IMPORTANT: If the Approver wants to reject the voucher, they will add a detailed Comment to the voucher explaining why the voucher should be canceled, then Approve the voucher. AP will view the Comments and cancel the voucher.
  • Note that it’s always a good idea to discuss changes to Contracts for Service with the Procurement Analyst who is responsible for the Commodity charged.

Links to Related Helpful Job Aids:

  • Receiving Job Aids (Explain how to enter/delete receipts):
  • Approver Job Aids: AP Match Exceptions Job Aid (Explains how to approve a match exception)
  • Approver Job Aids: AP Voucher Match Exceptions Chart. (Used in conjunction with this job aid, AP Email Voucher Match Exception Notifications. Shows the BuyWays commodities and when it is necessary to do a change order requisition)
  • Procurement Workflow and the Commodity to Account Crosswalk (Lists the Commodity Codes, shows the tolerances and receiving requirements, and the name/telephone of the procurement analyst who is responsible for their review):
  • Documentation Requirements for Purchases (In chart form, shows the documentation policies for various types of purchases based on dollar amount and contract applicability):
  • Change Request RequisitionsJob Aid (Describes how to create a request for a change to a purchase order):
  • Procurement Forms (to access the Contract for Services and Amendment forms):

Last Edit Date: 10/01/2013 Page 1 of 7