Advanced Business Solutions PrismTech House 5th Avenue Business Park Team Valley Gateshead Tyne and Wear NE11 0NG Tel: +44 (0)191 482 7900 Fax: +44 (0)191 482 7901 Web: www.advancedcomputersoftware.com/abs Date: 10/06/2013 Document Version: 0.1
Contents 1 Introduction / Scope... 5 2 Invoice Order Mismatch Overview... 6 2.1 Mismatch Types... 6 2.2 Accounts Payable Invoice Order Matching... 7 2.3 Invoice Mismatch Reports ( Held Invoices)... 8 2.4 Summary... 10 3 Quantity Mismatches... 11 3.1 E-Mail Alert... 11 3.2 Quantity Mismatch Report... 12 3.3 On-line Enquiries... 13 3.4 Resolution of Mismatch... 18 4 Value Mismatches... 20 4.1 E-Mail Alert... 20 4.2 Value Mismatch Report... 21 4.3 On-line Enquiries... 22 4.4 Resolution of Mismatch... 27 5 Receiving Excess Goods / Services... 29 5.1 Over Receipting Tolerances... 29 5.2 Receive Goods / Services... 30 6 Order Revision... 32 7 Paperclip... 34
1 Introduction / Scope This document provides details of how to investigate and resolve those situations where an order related invoice has been entered into Accounts Payable and for some reason the invoice details does not match the order / GRN detail on the system. As a result of this mismatch the invoice cannot be fully processed until the reason for the discrepancy has been found and corrective action has been taken. The document covers only the invoice matching and mismatch resolution process. It is intended to be used in conjunction with other existing Purchase to Pay user guides. The guide assumes a reasonable knowledge of how Requisitions, Orders and Receipts are entered on the system. As an introduction an overview of the invoice matching process in AP is provided in the guide. It is not expected users of this document will be familiar with the AP data entry process however a basic knowledge of the principles of invoicing matching is assumed. The document has been provided for as a supplementary guide to be used as part of the wider end user refresher training for the procure to pay process. The intended process for resolving mismatches was not implemented at the original go-live stage. The resolution process has been revisited with a view to implementing an improved solution, incorporating the invoice scanning functionality where appropriate. The use of reports to alert users as to the occurrence of invoice order mismatch scenarios forms part of the process. Page - 5
2 Invoice Order Mismatch Overview 2.1 Mismatch Types An invoice/order mismatch occurs when there is a discrepancy between the supplier invoice and the system EXPECTED invoice. In e5 all the invoice-order matching comparisons occur at invoice LINE level, not invoice header level. There are 4 different types of mismatch that can occur. The 2 covered in this Guide are: QUANTITY The invoice quantity does not agree to the net received quantity that has yet to be invoiced. VALUE The invoice line value does not agree to the net received value that has yet to be invoiced (this applies to service type lines). This document describes mismatches, with examples. However the same treatment is true for POrelated Credit Notes. This document refers to invoice but the same principles apply to credit notes. A credit note can be matched to an outbound goods/service return, in the same way an invoice can be matched to an inbound goods/service receipt. Page - 6
2.2 Accounts Payable Invoice Order Matching To understand the mismatch resolution procedures it is useful to understand what actually happens within Accounts Payable (AP) at invoice/order matching stage. When entering an order related invoice the AP data entry user will enter the PO number on the invoice header. In e5 you can also match the same Invoice to many Purchase Orders. The AP user does this simply by entering many PO numbers instead of one PO number. There is no limit to the number of Purchase Orders that you can match to the same invoice. Once the Header is complete the AP user will move to the invoice lines screen. At this point, due to the presence of the PO number, the system will build the values into the screen based on what it expects the invoice line details should be based on the Invoicing, PO & Receipting activity to date. The PO unit price will remain constant however the receipting and invoicing activity may be changing over time. The important point to note is that the system can only match to the quantity / value received that is still unmatched; if previous invoicing activity has already used some of the received quantity this reduces the quantity / value available to match against subsequent invoices. ACCOUNTS PAYABLE PURCHASING MANAGEMENT INVOICE HEADER Enter PO Number PO LINES Unit Price Line 1 INVOICE LINES System will build EXPECTED invoice based on PO & Receipt Detail Line 2 Etc. Line 1 Price Received/Unmatched Qty/Value RECEIPT LINES Received & Unmatched Quantity/Value Line 2 Etc. Line 1 Line 2 Etc. received qty/val received qty/val When there are discrepancies between the invoice cost and the PO cost, the system validation insists that invoice total header cost must equal the total of the entered lines otherwise the invoice cannot be updated. Therefore the user must identify where these differences exist and overtype the values where appropriate on the invoice lines screen. This is either overtyping the invoice line price and / or the line quantity to reflect the price / quantity on the actual invoice. Page - 7
Upon overtyping the defaulted values on the invoice lines screen, the system will then validate the discrepancy between the invoice and the PO and if the discrepancy is outside of acceptable tolerances the invoice will be updated with a HELD status. A held status means that the invoice is on the system and is available for enquiry purposes against the relevant supplier account, but while it remains in the held status it cannot be paid The held invoice must then be investigated further and depending on the outcome of that investigation, the appropriate action must be taken to release the invoice in order that it can be paid. 2.3 Invoice Mismatch Reports ( Held Invoices) End users will be alerted to the existence of invoice mismatches (or held invoices) by means of a summary report that will automatically be emailed on a daily basis. The report will be emailed to the owner of the Purchase Order against which the invoice has been entered and is now held. The email will appear as below. The report is generated in html format (meaning the report will be viewed in a web browser screen) and is attached to the email. The first report generated from e5 will show ALL invoices that are currently in a mismatch / held status and which relate to PO s owned by that user. Following this, a daily report will be emailed and will show those invoices entered on that day for which a mismatch has occurred. This is intended to highlight just the latest discrepancies rather than produce a daily report of all held invoices. Page - 8
As well as the daily report, users will also receive, on a monthly basis, a report showing ALL invoices that are currently in a mismatch / held status and which relate to PO s owned by that user Page - 9
2.4 Summary The following table provides a brief overview of the 2 types of mismatch and what the normal resolution process will be. Detailed instructions on how to investigate and resolve each type of mismatch are provided in subsequent sections of this user guide. Invoice Line Status Explanation How to Resolve Q = quantity mismatch V = service value mismatch The quantity charged on an Invoice Line exceeds the total net received quantity on all unmatched receipts (less unmatched returns) for the corresponding Order Line. These mismatches pertain to standard type Order lines only. The value charged on an Invoice Line exceeds the total net values on all unmatched value receipts (less any unmatched value returns) for the corresponding Order Line. These mismatches pertain to service value type Order lines only. If the invoice quantity is correct and the mismatch is due to insufficient receipting activity, additional GRN details should be entered. If invoice quantity is incorrect, credit should be sought from the supplier. The invoice will remain held until such time as the credit is received and entered. Requisition owners should advise the reason for HOLDING the invoice by replying to the email received. This inbox will be monitored by AP STAFF The invoice will be cleared automatically via an overnight system process if either of the above actions has occurred. If the invoice value is correct and the mismatch is due to insufficient receipting activity, additional GRN details should be entered. If invoice quantity is incorrect, credit should be sought from the supplier. The invoice will remain held until such time as the credit is received and entered. Requisition owners should advise the reason for HOLDING the invoice by replying to the email received. This inbox will be monitored by AP STAFF The invoice will be cleared automatically via an overnight system process if either of the above actions has occurred. Page - 10
3 Quantity Mismatches When an order related invoice is entered the system will attempt to MATCH the invoice quantity to the net received quantity as is showing on the system at the time the invoice is processed, or to put in another way, the quantity already received on the system that is yet to be matched to an invoice. A quantity mismatch will occur when the invoice quantity is greater than the available received quantity currently on the system. For example, if no receiving activity has taken place for the order line in question, the system will have zero quantity to match to. Similarly if the order line has been under received or the supplier has genuinely over invoiced, the system will not be able to fully match the invoice quantity. The invoice can be updated to the system but will be in a held status. The owner of the PO (Requisition Owner) will be alerted via email with a summary report attached. The report will provide the basis for the Owner to investigate the nature of the discrepancy using the portal enquiry screens. Resolution of the mismatch will usually involve either entry of GRN details or sometimes a supplier credit note may be required. 3.1 E-Mail Alert Notification of quantity held invoice lines is sent to the owner of the purchase order to which the invoice has been matched. This notification is in the form of an email with a report attached. The report contains summary details of the mismatch discrepancy. Below is an example of an email that will be sent to the owner of the PO. Page - 11
3.2 Quantity Mismatch Report The report sent out to the end user is intended primarily to alert the user to the existence of held invoices that require investigation / resolution. There is basic information on the report that will indicate the nature of the discrepancy but the user may be required to carry out further investigation using the information available within the on-line portal screens. Much of the information on the report is self explanatory. The key information is the PO number itself and the 3 columns to the right of the report: Order Qty The quantity as per the PO line Invoice Qty The quantity as per the suppliers invoice Inv Qty Matched to GRN s The invoice quantity that has been matched to receipts already entered on the system. This will initially be the receipt quantity available at the time the invoice was first entered but could change over time once additional receipts are entered. It is the Matched quantity that will provide the first indication as to the nature of the discrepancy. For example, on the above report the matched quantity against lines on PO-000443 is zero. This would usually suggest one of 2 outcomes of any investigation: - There has been no on-line receving activity to date - Whatever has been received on-line has already been matched in full to a previous invoice Similarly, for PO-000228 there has been some receiving activity but not sufficient remains oustanding to fully satisfy the invoice quantity Page - 12
3.3 On-line Enquiries To fully understand the nature of the mismatch, further investigation can be carried out using the information available within the on-line portal screens. Log-in to the portal and select the E-BUYER tab. If you are the owner of the PO to be investigated, the PO will appear on the Outstanding orders list. Alternatively the PO number can be entered in the Order Ref. field in the top right hand corner as circled. In this instance the enquiry follows PO-000443 from the report from below. The invoice is held due to there being no available receipts to match against (for all lines). Page - 13
Selecting the PO from the list or entering in the order ref. field will display the Order Summary as below. There are various tabs on the Order Summary which can provide relevant information. The Line Summary will show details of Receipting activity to date. In this case there has been no receipt activity for any line on the PO, which is not unexpected based on the report. Page - 14
Selecting the Receipts / Returns tab will display details of previous receipt activity. In this case it is simply confirmation of there being no receipt activity to date. Selecting the Invoices tab will display summary details of the invoice. The Invoice number circled will correspond to the invoice number on the report. Click on the Invoice number to drill down to the Invoice Summary screen Page - 15
From the Invoice Summary screen you can scroll down to the Invoice Line Summary. You can also retrieve an image of the invoice by clicking on the DBARCHIVE icon as circled below. (Note - Invoice images will only be available for invoices entered after February 2013) In this instance, IF the supplier invoice is correct and the goods have been physically received, the invoice can be cleared by entering the receipts on-line. If the invoice is incorrect then the Page - 16
appropriate credit must be sought from the supplier. A reply should be sent from the e5 email that contained the report, advising Accounts payable of the reason for non receipt of goods invoiced. Looking at the second PO on the report, PO-000228, the invoice is held due to there being insufficient receipts to match against (for all lines). The enquiry process is more or less the same i.e. check the receipt actvity to date and verify whether or not the invoice is correct. The enquiry screens will display slightly different details, for example as below the Receipts / Returns tab does display some activity Page - 17
3.4 Resolution of Mismatch Resolution of some of the more common quantity mismatch scenarios are considered below: a) Invoice quantity is correct and total invoiced quantity does NOT exceed the original Order quantity. Goods have been received but NO receipt details have yet been recorded on the system If it is simply a case that the goods receipt details have not been entered on the system the Order owner should perform the goods receiving on their e-receiver portal workbench. NOTE by entering the GRN details you are effectively authorising payment of the invoice up to the value of the quantity received. Always ensure the received quantity entered is the quantity you have actually received, do not simply receive the outstanding quantity as a matter of course The system will subsequently attempt to match the newly entered receipt against the held quantity on the invoice. This automatic matching process is run on a nightly basis. Assuming the received quantity is sufficient to satisfy the invoice quantity, the system will match the two quantities and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. b) Invoice quantity is correct and total invoiced quantity does NOT exceed the original Order quantity. Receipting activity has taken place however there is insufficient receipt quantity to satisfy the invoice This scenario is very similar to that described in a) above. The slight difference is that receipts do exist for the order line however there is still insufficient quantity to satisfy the invoice. The resolution is also the same in that the additional received quantity should be booked in using e- Receiver portal, if the goods / services have indeed been delivered satisfactorily to the University. Again, the Order owner should perform the goods receiving on their e-receiver portal workbench. The system will subsequently attempt to match the newly entered receipt against the held quantity on the invoice. This automatic matching is run behind the scenes and can be run on a nightly basis. Assuming the received quantity is sufficient to satisfy the invoice quantity, the system will match the two quantities and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. c) Invoice quantity is correct and total invoiced quantity EXCEEDS the original Order quantity. Receipting activity may or may not have taken place however there is insufficient receipt quantity to satisfy the invoice This is similar to a) and b) above, the difference being that the supplier has delivered a greater quantity than was ordered. If the additional goods are to be retained rather than returned to the supplier then one of two actions must be taken: - Over receipting is allowed within pre-defined tolerances. See section 7 for further detail of Over Receipting - If the additional quantity is outside of acceptable tolerances the order must be first revised to the greater quantity. This will re-invoke the authorisation process. Assuming the revised order is authorised, the additional quantity can then be received as normal. See section 8 for further details of Order Revision Page - 18
The system will subsequently attempt to match the newly entered receipt against the held quantity on the invoice. This automatic matching is run behind the scenes and can be run on a nightly basis. Assuming the received quantity is sufficient to satisfy the invoice quantity, the system will match the two quantities and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. d) Invoice quantity is INCORRECT, the Supplier has Over Invoiced In the event the Supplier has genuinely over invoiced, the assumption here is you will request a credit from the Supplier. Alternatively the held invoice could be cancelled by AP staff and the supplier requested to submit a replacement invoice. A reply should be sent from the e5 email that contained the report, advising Accounts payable of the reason for non receipt of goods invoiced. Note you should consider use of PAPERCLIP to attach any notes and/or supporting documentation that might be useful for future reference, especially when a credit has been requested. This will make for easy reference for yourself and also anyone in AP that deals with supplier queries or who will ultimately process the credit when it is received. See Section 9 for further details of Paperclip Assuming for now that a credit note is requested and is forthcoming centrally within AP, this will prompt AP to look up the associated invoice in a held status. This is easier if the supplier credit note quotes the relevant PO number. The procedure is that the AP user will process the credit and this in turn will also release the held invoice by matching the credit quantity against the unmatched invoice quantity. This will all happen automatically and will not require further intervention from the order owner. This will release the invoice for payment. Page - 19
4 Value Mismatches When an order related invoice is entered the system will attempt to MATCH the invoice VALUE to the net received VALUE as is showing on the system at the time the invoice is processed, or to put in another way, the value received on the system that is yet to be matched to an invoice. A value mismatch will occur when the invoice value is greater than the available received value currently on the system. For example, if no receiving activity has taken place for the order line in question, the system will have zero value to match to. Similarly if the order line has been under received or the supplier has genuinely over invoiced, the system will not be able to fully match the invoice value. The invoice can be updated to the system but will be in a held status. The owner of the PO (Requisition Owner) will be alerted via email with a summary report attached. The report will provide the basis for the Owner to investigate the nature of the discrepancy using the portal enquiry screens. Resolution of the mismatch will usually involve either entry of GRN details or sometimes a supplier credit note may be required. 4.1 E-Mail Alert Notification of value held invoice lines is sent to the owner of the purchase order to which the invoice has been matched. This notification is in the form of an email with a report attached. The report contains summary details of the mismatch discrepancy. Below is an example of an email that will be sent to the owner of the PO. Page - 20
4.2 Value Mismatch Report The report sent out to the end user is intended primarily to alert the user to the existence of held invoices that require investigation / resolution. There is basic information on the report that will indicate the nature of the discrepancy but the user may be required to carry out further investigation using the information available within the on-line portal screens. Much of the information on the report is self explanatory. The key information is the PO number itself and the 3 columns to the right of the report: Order Val The (net) value as per the PO line Invoiced Val The (net) value as per the suppliers invoice Inv Val Matched to GRN s The invoice value that has been matched to receipts already entered on the system. This will initially be the receipt value available at the time the invoice was first entered but could change over time once additional receipts are entered. It is the Matched Value that will provide the first indication as to the nature of the discrepancy. For example, on the above report the matched value against lines on PO-000192 is zero. This would usually suggest one of 2 outcomes of any investigation: - There has been no on-line receving activity to date - Whatever has been received on-line has already been matched in full to a previous invoice Similarly, for PO-000087 there has been some receiving activity but not sufficient remains oustanding to fully satisfy the invoice value Page - 21
4.3 On-line Enquiries To fully understand the nature of the mismatch, further investigation can be carried out using the information available within the on-line portal screens. Log-in to the portal and select the E-BUYER tab. If you are the owner of the PO to be investigated, the PO will appear on the Outstanding orders list. Alternatively the PO number can be entered in the Order Ref. field in the top right hand corner as circled. In this instance the enquiry follows PO-000192 from the report from below. The invoice is held due to there being no available receipts to match against (for line 1). Page - 22
Selecting the PO from the list or entering in the order ref. field will display the Order Summary as below. There are various tabs on the Order Summary which can provide relevant information. The Line Summary will show details of Receipting activity to date. In this case there has been no receipt activity for line 1 on the PO, which is not unexpected based on the report. Page - 23
Selecting the Receipts / Returns tab will display details of previous receipt activity. In this case it is simply confirmation of there being no receipt activity to date. Selecting the Invoices tab will display summary details of the invoice. The Invoice number circled will correspond to the invoice number on the report. Click on the Invoice number to drill down to the Invoice Summary screen Page - 24
From the Invoice Summary screen you can scroll down to the Invoice Line Summary. You can also retrieve an image of the invoice by clicking on the DBARCHIVE icon as circled below. (Note - Invoice images will only be available for invoices entered after February 2013) In this instance, IF the supplier invoice is correct and the goods have been physically received, the invoice can be cleared by entering the receipts on-line. If the invoice is incorrect then the Page - 25
appropriate credit must be sought from the supplier. A reply should be sent from the e5 email that contained the report, advising Accounts payable of the reason for non receipt of goods invoiced. Looking at the second PO on the report, PO-000087, the invoice is held due to there being insufficient receipts to match against (for all lines). The enquiry process is more or less the same i.e. check the receipt actvity to date and verify whether or not the invoice is correct. The enquiry screens will display slightly different details, for example as below the Receipts / Returns tab does display some activity Page - 26
4.4 Resolution of Mismatch Resolution of some of the more common value mismatch scenarios are considered below: a) Invoice value is correct and total invoiced value does NOT exceed the original Order value. The service has been received but NO receipt details have yet been recorded on the system If it is simply a case that the goods receipt details have not been entered on the system the Order owner should perform the goods receiving on their e-receiver portal workbench. NOTE by entering the GRN details you are effectively authorising payment of the invoice to the value received. Always ensure the received value entered is the value you have actually received, do not simply receive the outstanding value as a matter of course The system will subsequently attempt to match the newly entered receipt against the held value on the invoice. This automatic matching process is run on a nightly basis. Assuming the received value is sufficient to satisfy the invoice value, the system will match the two values and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. b) Invoice value is correct and total invoiced value does NOT exceed the original Order value. Receipting activity has taken place however there is insufficient receipt value to satisfy the invoice This scenario is very similar to that described in a) above. The slight difference is that receipts do exist for the order line however there is still insufficient value to satisfy the invoice. The resolution is also the same in that the additional received value should be booked in using e-receiver portal, if the goods / services have indeed been delivered satisfactorily to the University. Again, the Order owner should perform the goods receiving on their e-receiver portal workbench. The system will subsequently attempt to match the newly entered receipt against the held value on the invoice. This automatic matching is run behind the scenes and can be run on a nightly basis. Assuming the received value is sufficient to satisfy the invoice value, the system will match the two values and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. c) Invoice value is correct and total invoiced value EXCEEDS the original Order value. Receipting activity may or may not have taken place however there is insufficient receipt value to satisfy the invoice This is similar to a) and b) above, the difference being that the supplier has delivered a greater value than was ordered. If the additional service value is correct then one of two actions must be taken: - Over receipting is allowed within pre-defined tolerances. See section 5 for further detail of Over Receipting - If the additional quantity is outside of acceptable tolerances the order must be first revised to the greater quantity. This will re-invoke the authorisation process. Assuming the revised order is authorised, the additional quantity can then be received as normal. See section 6 for further details of Order Revision Page - 27
The system will subsequently attempt to match the newly entered receipt against the held value on the invoice. This automatic matching is run behind the scenes and can be run on a nightly basis. Assuming the received value is sufficient to satisfy the invoice value, the system will match the two values and the invoice will be released from its held status. This entry will no longer appear on subsequent email alert reports. d) Invoice value is INCORRECT, the Supplier has Over Invoiced In the event the Supplier has genuinely over invoiced, the assumption here is you will request a credit from the Supplier. Alternatively the held invoice could be cancelled by AP staff and the supplier requested to submit a replacement invoice. A reply should be sent from the e5 email that contained the report, advising Accounts payable of the reason for non receipt of goods invoiced. Note you should consider use of PAPERCLIP to attach any notes and/or supporting documentation that might be useful for future reference, especially when a credit has been requested. This will make for easy reference for yourself and also anyone in AP that deals with supplier queries or who will ultimately process the credit when it is received. See Section 7 for further details of Paperclip Assuming for now that a credit note is requested and is forthcoming centrally within AP, this will prompt AP to look up the associated invoice in a held status. This is easier if the supplier credit note quotes the relevant PO number. The procedure is that the AP user will process the credit and this in turn will also release the held invoice by matching the credit value against the unmatched invoice value. This will all happen automatically and will not require further intervention from the order owner. This will release the invoice for payment. Page - 28
5 Receiving Excess Goods / Services 5.1 Over Receipting Tolerances Subject to pre-defined tolerances, it is possible to on-line receive a quantity / value that is greater than what is currently outstanding to receipt against the PO. The receipt tolerances are set as 50 OR 5%. These tolerances apply at the order line level. If the over receipt falls outside of either the 50 or the %5 tolerance the over receipt will not be allowed. If this is the case and the excess goods/services are still required, the original PO must first be revised upwards for the additional quantity / value and this will then be subject to reauthorisation. The table below shows some examples of how tolerances will operate at Goods Receiving stage. Cells highlighted in red indicate where the tolerance has exceeded Order Receipt Variance % Variance Line Unit Qty Value Line Unit Qty Value Line Qty/ Net Unit Net Price Net Value Price Net Value Val % % 1 1.00 100 100.00 1.00 106 106.00 6.00 6.00 6.00 6.00 2 1.00 100 100.00 1.00 105 105.00 5.00 5.00 5.00 5.00 3 100.00 1 100.00 100.00 2 200.00 1.00 100.00 100.00 100.00 4 1.00 5000 5,000.00 1.00 5040 5,040.00 40.00 40.00 0.80 0.80 5 1.00 5000 5,000.00 1.00 5055 5,055.00 55.00 55.00 1.10 1.10 6 5000.00 10 50,000.00 5000.00 11 55,000.00 1.00 5,000.00 10.00 10.00 7 5000.00 50 250,000.00 5000.00 51 255,000.00 1.00 5,000.00 2.00 2.00 8 100.00 100.00 101.00 101.00 1.00 1.00 1.00 1.00 9 100.00 100.00 110.00 110.00 10.00 10.00 10.00 10.00 10 100.00 100.00 105.00 105.00 5.00 5.00 5.00 5.00 11 5,000.00 5,000.00 5,005.00 5,005.00 5.00 5.00 0.10 0.10 12 5,000.00 5,000.00 5,055.00 5,055.00 55.00 55.00 1.10 1.10 13 50,000.00 50,000.00 50,055.00 50,055.00 55.00 55.00 0.11 0.11 14 250,000.00 250,000.00 250,025.00 250,025.00 25.00 25.00 0.01 0.01 3891.92 1 3,891.92 3891.92 2.00 7,783.84 1.00 3,891.92 100.00 100.00 11,950.00 11,950.00 12,000.00 12,000.00 50.00 50.00 0.42 0.42 3,654.81 3,654.81 3704.81 3,704.81 50.00 50.00 1.37 1.37 Page - 29
5.2 Receive Goods / Services Subject to pre-defined tolerances (5% of order value /or 50), it is possible to on-line receive a quantity / value that is greater than what is currently outstanding to receipt against the PO. Assuming the over delivery has been verified and you wish to keep the excess goods/services selected users should over-receipt the excess quantity/value as required. In regards to actually receiving the extra goods, you follow the same steps as you would normally; you simply enter the quantity / value to be received in the Receive field as shown on e-receiver portal. You can search for the order via the e-buyer workbench as per screen shot below that shall take you into the order summary Within the Order Summary screen you can then look at previous receipts entered and invoices registered / paid against the order illustrating the outstanding quantity / value that needs to be over-receipted within the system tolerances Example PO-000840 shows a Value Mismatch where the order has been inputted for 100, it has been receipted for 100 and a subsequent invoice has been registered against order for 105 creating the mismatch. Page - 30
To resolve the mismatch the end user can over-receipt the extra 5 by clicking on Receive goods/services tab from the order summary that shall take you directly to receipting page as below To complete the over-receipting process for example PO-000840 the end user would; 1. Enter Advice Note 2. Enter value to be received i.e. 5 3. Add comment for over-receipting (not mandatory) 4. Click on Receive Order Lines The GRN shall be created and the end user will be notified of new GRN number Overnight GR4 process shall be run and the mismatch will be resolved with invoice paid against example PO-000840. Page - 31
6 Order Revision Where end users are unable to over-receipt an order where a price or value mismatch has occurred, it is possible to revise an order where the invoice received is greater than what is currently outstanding to receipt against the PO. Assuming the over delivery has been verified and you wish to keep the excess goods/services selected users (Budget Checkers) should adjust ( revise ) the PO to uplift the on-order quantity/value accordingly; this will send the order for re-authorisation. You can search for the order via the e-buyer workbench as per screen shot below that shall take you into the order summary Within the Order Summary screen you can then look at previous receipts entered and invoices registered / paid against the order illustrating the outstanding quantity / value remaining on the order. From here end users can click on Revise tab allowing selected users to amend the quantity/value of the order. Example PO-000839 shows a Value Mismatch where the order has been inputted for 100, it has been receipted for 100 and a subsequent invoice has been registered against order for 150 creating the mismatch. Page - 32
To resolve the mismatch the end user is unable to over-receipt the extra 50 so selected users can therefore revise the order and uplift the value by 50 to a total of 150. After selecting the Revise tab in Order summary it shall take end user to Revise Order screen allowing selected end users to revise quantity/value. Example PO-OOO839 order value shall be revised to 150 as below; End users shall; 1. Edit the quantity/service value as required i.e. example PO-000839 Service value revised to 150 2. Add supporting paperwork as to why the order has been revised via Paperclip (see next section) 3. Click on Submit Order Revision when changes are complete for re-authorisation The order will be sent for re-authorisation with confirmation on-screen as below: The Authorised Signatory shall be notified that the revised order requires authorisation, once complete the end user shall be able to receipt the additional quantity/value to enable invoice to be paid and resolve the mismatch problem. Page - 33
7 Paperclip End users have the capability to attach documents to Requisitions and Orders created on e5 System at any time during the process. These documents can be additional back-up papers to support the request for goods or services i.e. quotes, memos and specifications etc. and also justification as to why an order has been revised. End users shall, going forward, be able to cimmunicate with the Accounts Payable (AP) team via the paperclip functionality allowing them to attach comments/documents that AP team can view and action against. End users can access the Paperclip function via Order Summary screen by clicking on the icon as illustrated above which shall take end users into the paperclip screen as below; To add documents/notes/comments to an order; 1. Highlight Order stage at paperclip i.e. Order UG/PO-000839 2. Click on the Attach file icon at top Page - 34
3. Click on browse tab to search folders on computer 4. Select document from computer folder and click on Open to attach 5. Click on Upload to attach document to Purchase Order via Paperclip The document/note/comment shall now be added to the order and be visible for others to view. To add documents/notes/comments for AP team to view; 6. Highlight AP Transaction stage at paperclip 7. Click on the Attach file icon at top 8. Click on browse tab to search folders on computer 9. Select document from computer folder and click on Open to attach 10. Click on Upload to attach document to Purchase Order via Paperclip If you do not wish to attach a document you can simply add a note/comment that will be viewable for AP team that shall help progress the payment of Held invoices. Page - 35