three-way matching in banner: po, receipt and invoice · 2011-04-14 · 1 three-way matching in...

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Three-Way Matching in Banner:

PO, Receipt and Invoice

Presented by: Judi Valori and Rick Gerry

SunGard Higher Education

March 21, 2011

Session ID 3822

Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

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Thank you for your cooperation!

Session ID 3822

Introduction

• Purpose and Benefits of Session—Review matching process in Banner Finance

—Review forms used in setting up matching

—Be able to utilize matching process functionality to best serve your institution

—Go over how to troubleshoot

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Agenda

• What is 3-way matching?

• How do you set it up?

• When does it happen?

• What if it doesn’t match?

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What is 3-way Matching in Banner?


• The Receiving/Matching feature enables you to control the payment of invoices pending receipt of goods—What this means is you can enter invoices when the

vendor submits them to you but they won’t be paid until a receiving document (receipt) is entered when the product is received

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the product is received

• The Receipt Required field is a display-only field that appears only if document level matching is enabled, based on the value in FOASYSC

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• Three-way Matching includes:1. The Purchase Order (FPAPURR) (Does not include

Standing Purchase Orders.)

2. The Receipt (FPARCVD)

3. The Invoice (FAAINVE)

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How do you Set Up 3-way Matching?


• The fields you need to populate to establish the Receiving/Matching control parameters are on these forms:— The System Control Maintenance Form (FOASYSC)

• Turns on document level matching

• Enter an amount at which a receipt is required

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— The User Profile Maintenance Form (FOMPROF)

• Set up Receipt Required Overrides

—For requisitions, purchase orders and invoices

• Can also set up tolerances

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Set-up on FOASYSC for Matching• Under the Procurement Processing Option

Matching NOT turned on

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Set-up FOASYSC for Matching• Matching turned on for all $ amounts

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• A separate threshold field is provided for Requisitions, Purchase Order, and Invoices

• Threshold amount fields do not accept data if Document Level Matching is disabled—The Requisition Amount Requiring Receipt field will

accept a value only if the Document Level Matching t t i t i R i iti

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start point is Requisition

—The Purchase Order Amount Requiring Receipt field will accept a value only if the Document Level Matching start point is either Requisition or Purchase Order

—The Invoice Amount Requiring Receipt field will accept a value without regard to the Document Level Matching start point

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Set-up FOMPROF for Receipt Required• Receipt Required Overrides are set up for user

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When does 3-way Matching Occur?

FPAPURR – Receipt Required Indicator

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FPARCVD – Receipt Entered

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FAAINVE – Quantity Accepted – 1

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FAAINVE – Pop up about Receipt

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When does Matching Occur?

• Running the Receiving/Matching Process –FABMATC—FABMATC performs a three-way match of the purchase

order, receipt, and invoice and produces an audit report

• When document level matching is enabled the• When document level matching is enabled, the Receipt Required field displays on the form for each document type: FPAPURR, and FAAINVE— If you have the authority, as defined on FOMPROF, you

can override the value that appears in this field

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• The Receiving/Matching process (FABMATC) uses the quantity of a commodity to match an item for payment—Therefore, all invoices that reference Standing Orders

bypass Matching because they use dollar amount, not quantity

• The R status is the signal to the Receiving/ Matching Process (FABMATC) to find the receiving information for the invoice—When an invoice has a status of R, it is still

“incomplete” and can be changed

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• The Matching/Receiving Process (FABMATC) executes and compares Invoice and Purchase Order quantities/amounts— If sufficient quantities have been received, the invoice

is forwarded to the approvals or posting process as appropriate

• The Matching/Receiving Process produces a report that lists unmatched and matched documents—Use this report to review and investigate potential

receiving/invoicing problems

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FABMATC – Invoices Matched

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What if it Doesn’t Match? Troubleshooting

Troubleshooting

• What if it doesn’t match?—Use FPARCVD – the Receiving Form to do adjustments

—Use FPARRIM – the Receipt Required Indicator Maintenance Form to override the receipt requirement

• To use this form, users have to be set up on FOMPROF – the User Profile form with Receipt Override capabilities (depending on how you have

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Override capabilities (depending on how you have FOASYSC set up) for either

» Requisition Receipt Override

» Purchase Order Receipt Override

» Invoice Receipt Override

—Accounts Payable can enter an “accepted” quantity on FAAINVE

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FPARRIM – Receipt Required Indicator

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FABMATC – Invoices Awaiting Receipts

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Summary

• The Receiving/Matching feature enables you to control the payment of invoices pending receipt of goods

• You set up 3-Way Matching on FOASYSC –Finance System Control Form

• You set up tolerances and overrides on

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pFOMPROF – Finance User Profile Form

• The Receiving/Matching process uses the quantity of a commodity to match an item for payment. Standing Orders bypass matching

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Questions & Answers

• Any questions?

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Session Sponsor

Thank You!

Judi Valori

[email protected]

Rick Gerry

[email protected]

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SunGard or its subsidiaries in the U.S. and other countries is the owner of numerous marks, including “SunGard,” the SunGard logo, “Banner,” “PowerCAMPUS,” “Advance,” “Luminis,” "DegreeWorks," "fsaATLAS," “Course Signals,” and “Open Digital Campus.” Other names and marks used in this material are owned by third parties.

© 2011 SunGard. All rights reserved.

Session ID 3822

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Session ID 3822

Screenshots for Session 3822

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FOASYSC

• Under the Procurement Processing Option Matching NOT turned on


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FOASYSC

• Matching turned on for all $ amounts at Purchasing level


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FOMPROF

• Receipt Required Overrides are set up for user


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FPAPURR – Receipt Required Indicator


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FPARCVD – Receipt Entered


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FAAINVE – Quantity Accepted – 1


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FAAINVE – Pop up about Receipt


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FABMATC – Invoices Matched


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FPARRIM – Receipt Required Indicator


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FABMATC – Invoices Awaiting Receipts

three-way matching in banner: po, receipt and invoice · 2011-04-14 · 1 three-way matching in...

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