bearbuy user reference guide module 6baimanuals.berkeley.edu/pdf/manuals/bearbuy/module...(vouchered...

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BearBuy

User Reference Guide – Module 6 Change Order and Match Exception

Version 7.0 04/2013

Version 7.0 – 04/17/2013 Module 6

BearBuy – User Reference Guide

Match Exception & Change Order Module 6

Table of Contents

6.0. BearBuy Business Process ....................................................................................................................... 3 Learning Objectives ................................................................................................................................. 3 Departmental Functions and Roles in BearBuy ....................................................................................... 4 High Level Business Process .................................................................................................................... 6

6.1. Voucher Approval .................................................................................................................................... 7 6.2. Match Exceptions .................................................................................................................................... 8

Match Exception Preparer Responsibilities ..................................................................................... 8 Match Exception Approver (Voucher Approver) Responsibilities ................................................... 8

6.3. Change Orders ......................................................................................................................................... 9 Overview .......................................................................................................................................... 9 Reasons for PO Change Order ......................................................................................................... 9 Considerations ................................................................................................................................. 9

PO Change Order Error Messages ......................................................................................................... 10 Exception Management Situational Guide ............................................................................................ 11

Processing Exceptions in Bear Buy ................................................................................................ 11 Processing Exceptions in BFS system ............................................................................................. 11 Steps to avoid Change Order exceptions and errors ..................................................................... 12 Basic steps to processing a PO Change .......................................................................................... 13

6.4. Exercises ................................................................................................................................................ 14 Match Exception Preparer: 55 Minutes ................................................................................................ 14 Change Order Preparer: 55 Minutes ..................................................................................................... 14

6.5. Training and Support ............................................................................................................................. 18

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6.0. BearBuy Business Process

LearningObjectives During this session, you will; Learn about the benefits BearBuy will bring to the Procure‐to‐Pay process See a high level Procure‐to‐Pay map Understand the implications of Match Exceptions and Change Orders Recognize the capabilities and considerations for each role Perform exercises to address common types of Match Exceptions and Change Orders

PracticesandProcedures

Self‐approval** of Requisitions up to $1,000

Auto approval** of invoices up to $1,000

Receiving function: Optional for payment documentation, however, best practice is to receive in products/services in BearBuy. Electronic documentation is acceptable for audit purposes.

**Exceptions to Auto Approvals: Subawards, Payment Requests, After the Fact orders, and any Services.

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DepartmentalFunctionsandRolesinBearBuy

Descriptions

Requisition Creator [ROLE]: Knows the department’s procurement processes. Can shop for a department. Receives assigned Carts from Shoppers or submitted carts via worklist. Can edit the Cart before submitting it into Requisition workflow. Enters the appropriate Chart String(s) and other essential information. Confirms all Requisition information is accurate, complete and complies with policy and funding

requirements.

Cart Authorizer /Additional Authorizer / Chartfield 1& 2 Authorizer: CartAuthorizer[FUNCTION]A Shopper can route a Cart to multiple Shoppers for review. When a Shopping Cart is routed to another Shopper (e.g., a program manager) for authorization or review before creation of the requisition, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a Cart, and this is a ‘function’ not an actual ‘role’, therefore, the role is not set up through the System Access Request Application (SARA). Additional Authorizer [ROLE] As assigned in SARA according to the department’s selected workflow, reviews Requisition for appropriateness, accuracy, and possibly chartstring assignment. Requisitions can be routed to Additional Authorizers (up to 2) on an ad hoc basis, based on department's needs. Additional Authorizers are often Principal Investigators. Chartfield1&2Authorizer[ROLE]Requisitions can be routed to Authorizers assigned to Chartfield 1 (used by Capital Projects, Facilities Services) & 2 (used mostly by Research units) BFS chart string attributes. Unlike the Additional Authorizer, workflow will systematically route to Chartfield 1 & 2 Authorizers if the unit assigns these authorizers in BFS.

Requisition Org Node Approver ROLE: to approve purchase Confirms all Requisition (order) information is accurate, complete and complies with the policy and

funding requirements. Approves or Returns Requisition. Review Catalog and non‐catlaog orders =>$1,000 Review all Subawards, Payment Requests, Service Orders, and After the Fact orders regardless of dollar

value.

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Receiver [ROLE]: Acknowledges receipt of goods and services in BearBuy and attaches packing slips or other relevant

documents. This record will be tied to the PO & voucher. Recording receipt in BearBuy is a best practice.

Note: It is also recommended that the unit take action to make sure that the product is functional (acceptable) before approving it for payment.

Voucher Approver [ROLE ]: Approves vouchers to release payment to the vendor based on the vendor’s payment terms. Approves the clearing of match exceptions, once errors have been resolved by Match Exception

Preparer. This role cannot combine this role with the Match Exception Preparer role.

Match Exception Preparer [ROLE]: Researches and processes the clearing of exceptions when the Voucher and Purchase Order do not

match. When appropriate, works with the vendor to correct erroneous invoices. Works with individuals in their unit to document the root cause and resolution of an exception,

including adding relevant comments and attaching documentation to confirm the goods or services were needed.

Users with this role are included in the Voucher approval process when an invoice exceeds the matching tolerances set in BearBuy. This role cannot combine this role with the Voucher Approver role. Match Exception Approver [ROLE]: The Voucher Approver also holds this role. Confirms all corrected Requisition (order) information is accurate, complete and complies with the

policy and funding requirements. Approves revised Requisition (or forwards voucher to Disbursements for correction or deletion). This role cannot combine this role with the Match Exception Preparer role.

Change Order Preparer [ROLE]: Perform changes requested by department Researches reasons for Purchase Order not processing (when errors occur with change) Resolves errors on Purchase Order so it can correctly be processed.

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HighLevelBusinessProcess

The High‐Level Business process shows each of the major steps that are performed in the end‐to‐end process from shopping through review, authorization, approval, ordering, receiving, invoice processing, exception management and voucher approval.

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6.1. Voucher Approval

Overview

Matched vouchers less than $1,000 will be auto‐approved except for After‐the‐Fact orders, Payment Requests, Services, and Sub‐awards which require voucher approval regardless of dollar amount.

Voucher Approval provides an electronic record of BearBuy voucher approval, which is acceptable

for audit purposes. From the BearBuy Voucher record, you can click once to access the PO, receipts and comments

/attachments. We will be demonstrating the one click in the Exercises.

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6.2. Match Exceptions

Overview

An invoice is matched to the PO based on line‐item Quantity and Amount. Match exceptions are generated when:

GoodsTolerances Service/Amount‐onlyTolerances

• Invoice line Unit Price exceeds PO Unit Price: the lower of 10% of Total or $500.

• Invoice line Quantity exceeds PO Quantity by 10% of Total.

• Invoice line Unit Price exceeds PO Unit Price: the lower of 10% of Total or $500.

• Quantity is not taken into consideration for Invoice / PO matching.

Match Exception Preparer Responsibilities

Researches and processes the clearing of exceptions when the Invoice and Purchase Order do not match.

– May include reviewing receipts, PO and Requisition Comments/Notes, supplier feedback and the Invoice.

– Must “force match: the voucher to clear a match exception. Note: Purchase Order change will not resolve exceptions.

When appropriate, the Match Exception Preparer will work with the vendor to correct/address erroneous invoices.

Match Exception Approver (Voucher Approver) Responsibilities

Once the Match Exception Preparer completes activities, the voucher is routed to the Match Exception Approver / Voucher Approver to perform approval of the match exception.

Approves the clearing of match exceptions when it is okay to pay the invoice.

Research Comment Evidence Approve

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6.3. Change Orders

Overview

The Change Order Preparer performs PO changes in BearBuy. Buyers will also be able to process Change Orders. Changes are made to the PO and appropriate information is attached to document the change approval. During the process of making a PO Revision, the Change Order Preparer analyzes the PO along with any associated Vouchers in BearBuy and BFS prior to making the change.

Remember PO Change Orders do not clear Match Exceptions User must have the PO Change Order role to process changes. BearBuy does not have a PO change approval workflow.

Reasons for PO Change Order

Modify Chartfields Lien Closure at the line level

Increase Encumbrance on a Service Order Cancel a Line (unvouchered)

Add a line to a PO Cancel a PO (unvouchered)

Extend the end date on a services order

Considerations

PO Revision and History tabs contain complete PO change history. The Change Order Preparer or Buyer can add External Notes, modify PO information and attach

documents. The Change Order Preparer determines if the PO change should be sent to the Supplier. When the PO Revision is complete the PO is sent to BFS and the Vendor. A printable version of the PO is available after dispatch. This version clearly notes which line was

changed, and also has a record of the changes at the bottom of the printable PO and in the Revision tab.

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POChangeOrderErrorMessages

Error ErrorType Sendto

CannotcancelaPOthathasbeenpartiallyorfullymatched

Functional Change Order Preparer (Last Updated By). If buyer exists and not = to Change Order Preparer, please cc.

CannotcancelaPurchaseOrder/line/sched/distributionthathasnotbeenbudgetchecked


Cannotcancelthedistribution/sched/lineasanActivevoucherexists


CannotdeletelineinPOsincedispatched


Cannotdeletethedistribution/sched/lineasanActiveVoucherexists

Functional Change Order Preparer (Last Updated By). If Buyer exists and not = to Change Order Preparer, please cc.

InvalidChartfields Functional Buyer if applicable, if not Requisition CreatorInvalidDistMerchandiseAmt(Voucheredamt>Merchamt)


InvalidLineMerchandiseAmt(Voucheredamt>Merchamt)


ItemidcannotbechangedforadispatchedPO


Noauthoritytocancelpurchaseorders


POcannotbecanceledonceachangeorderhasoccurred


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ExceptionManagementSituationalGuide

Processing Exceptions in Bear Buy

Situation Action Task ChangePO?

BilledforgreaterquantitythanPO

Invoice Fails Matching Match Exception Preparer Review. Review receipts and create returns.

No

BilledforgreateramountthanPO Invoice Fails Matching Match Exception Preparer Review and Approval

No

FundingchangedonanOrderthathasnotbeenvouchered

Departmental Request outside of BearBuy

Create Change Order Yes

FundingchangedonanOrderthathasbeenvouchered

Departmental Request outside of BearBuy

Create Change Order, but decrease vouchered line and add new line item amount and new chartstring

Yes

NeedadditionalitemonNon‐CatalogOrder

Departmental Request outside of BearBuy/BFS


NeedadditionalitemonCatalogOrder


Create New catalog Requisition

No

CancelOrderthathasnotbeenreceived/vouchered


Go to the PO and choose the Cancel PO Button.

Yes

Cancelalinethathasnotbeenreceivedorvouchered



PaymentTermsareincorrect Departmental Request outside of BearBuy/BFS


SupplierdidnotreceiveOrder Comes from a Request outside of BearBuy


Departmentreceives2electronicinvoicesforsamePO.

Forward to Disbursement for correction/deletion

Select ‘Forward’ from Available Actions in BearBuy. Enter User Name ‘einvrwk’.

No

Processing Exceptions in BFS system

BusinessSituation Action TaskFundingchangedonanOrderthathasbeenvouchered

If a BearBuy Change Order was attempted the PO export to BFS will fail and Generate Error message Email.

Review Error Message Email. Perform G/L Journal Entry in BFS to reclass original voucher.

Returneditemthathasbeenvoucheredandneedstobecreditedtothefundingsource

If Change Order attempted, will fail export to BFS and Generate Email Message

Disbursements Issues a Credit Memo.

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Steps to avoid Change Order exceptions and errors

Always consider the following when making a Purchase Order Change:

#1 – Identify if a Change Order is truly necessary? #2 – Does the PO contain Catalog or Punchout items? #3 – Does the PO have a Voucher applied against any line?

The basic decisions steps are shown below. Also seeto the Exception Management Situations page which provides additional specifics.

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Basic steps to processing a PO Change

Reminder

#1 Identify if a Change Order is truly necessary,

#2 Does the PO contain Catalog or Punchout items, and

#3 Does the PO have a Voucher applied against any line.

1. From the PO Status tab, go to the Summary tab.

2. Review if there are any vouchers by clicking on the Invoices/Vouchers tab. If there are vouchers you must review what changes are allowed.

3. Make the necessary changes to line items, Ship to, Bill to, clauses, external attachments and Accounting Codes.

4. Do not change catalog items, create a new Requisition to order additional items.

5. To change a FORM item, go to the line item.

For form items marked with ‘ more info...’ click the Form Icon or the items link. The form will open in a new window. o Make the necessary changes o Click Save and click Close to complete the form revisions. The results will update the PO line item

associated with the form.

6. To change a line item chartstring value, open the Purchase Order tab, then click the Accounting Codes sub‐tab. Edit to make the necessary changes to the chartfield.

Click the Comments tab to add comments and documentation attachments and explain the reason for the change. To forward an electronic voucher to Disbursements, enter the email address: [email protected].

7. When you are done, you must Finalize the revision. Go to the Available Actions menu and select Finalize Revision.

8. Click the Go button.

9. In the Finalize Revision pop‐up window, enter the Revision Name (use a name that you will remember and to which you can refer).

10. Enter comments related to this revision in the Revision Note text box.

11. To ensure BFS and BearBuy are synchronized, make sure the PO Export checkbox is checked .

12. Also make sure the Supplier checkbox is checked so that the purchase order revisions are sent to the supplier per the distribution method specified in the purchase order. Uncheck the box only if the change does not need to go the supplier.

13. Once complete, click the Save button. The revision number will now be shown for this PO.

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6.4. Exercises

MatchExceptionPreparer:55Minutes Exercise 1: Worklist Orientation

Exercise 2: Retrieve Match Exception from Worklist

Exercise 3: Complete the Match Exception Preparation Step

Exercise 4: Forward a Match Exception voucher to Disbursements

ChangeOrderPreparer:55Minutes Exercise 5: Change PO Chartfields without Vouchers

Exercise 6: Change PO to Increase or Decrease Amount on a Service Form

Exercise 7: Change PO to Cancel a PO Line Item

Exercise 8: Change PO to Modify Chartfields with Vouchers

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Exercise 1

Explore the Match Exception Worklist to develop understanding of the layout. Learn the use of the show/hide Invoice details link Display the worklist by Org Node to find a Match Exception to assign the Requisition to yourself.

Step Notes1. LogintoBearBuywiththeusernameand

passwordprovidedtoyou.

Donotassign,change,assign,orsaveanything.Thisisaviewonlyexercise.

2. ClickontheWorklistTab.

3. Onthelefthandsidetherearefiltersavailabletolimittheinformationvisibleontherightside.DependingonyourroleyouwillseefoldersforeachOrgNode.TheremayalsobeafoldercalledMyVoucherApprovalsforitemsthathavebeenassignedtoyou.

4. ClickonShowInvoiceDetailslink.

Thedataexpandstoshowmoreinformation.Usethissettingtoassistinmakingselectionsofwhichvouchersyouwouldwanttoworkon.

5. ClickontheVoucherNumbertoopentheVoucher.

ReviewtheVoucher/Summarytabtodetermineifthisisavoucheryouwillassigntoyourselftoworkon.

DONOTTAKETHISACTIONINCLASS

6. InBearBuy,youwouldnextuseAvailableActionsto’Assign/Go’.ThereisalsoanAvailableAction‘Assign&Approve/CompleteandMatch’ifyouhavereviewedthevoucherandknowyouwanttoapproveandmatch.

YouwillproceedwithMatchExceptionresearchafterassigningtheVouchertoyourselfifyouweretotakethisstep.

7. ClickReturntoWorklist.8. ReturntotheBearBuyHomePage

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Match Exception Preparer Exercises

The Instructor will guide you through these exercises using UPK on the BearBuy Training website (www.bai.berkeley.edu ). BearBuy > Match Exception Preparer > UPK Tutorial > View

Exercise 2

From the UPK for Match Exception Preparer access Retrieve Match Exception from Worklist.

Exercise 3

From the UPK for Match Exception Preparer access Match Exception Preparer Complete Step and Approve Exception.

Exercise 4

From the UPK for Match Exception Preparer access Forward a Match Exception to A/P (Disbursements).

Change Order Preparer Exercises

The Instructor will guide you through these exercises using UPK on the BearBuy Training website (www.bai.berkeley.edu). For this training session we will not be using the UPKs that are stricken below. The redlined lessons are not covered in class, but please go to www.bai.berkeley.edu to view these additional training UPK’s.

Exercise 5

From the UPK for Change Order Preparer access Change PO Chartfields w/o Vouchers.

Exercise 6

From the UPK for Change Order Preparer access Change PO to Increase or Decrease Amount on a Service Form.

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Exercise 7

From the UPK for Change Order Preparer access Change PO to Add a Line to a PO.

Exercise 8

From the UPK for Change Order Preparer access Change PO to Modify Chartfields with Vouchers.

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6.5. Training and Support

TrainingResourcesThe BearBuy Training site is the source for the most up to date materials for your role. More Training Resources are available for you at BearBuy Training. (learn more)

User Productivity Kits – review the UPK for your Role (learn more)

Job Aids/Quick Reference Guides (learn more)

Recorded Presentation (learn more)

Instructor‐led Training (learn more)

BearBuyYouTubeChannelPlease visit the BearBuy Procurement YouTube channel for Demos and Webinar updates. http://www.youtube.com/user/BearBuyProcurement

SupportContact BearBuy User Support contact information:

[email protected]

(510) 642‐8500, extension #5, and then option #1.

www.bai.berkeley.edu/BearBuy/index.htm

Mon‐Fri 8 AM to 5 PM

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