Buyer Reports (An Introduction)

1. Buyer Reports (An Introduction) Finance Business Solutions

2. Agenda • Why has this report been developed? • Distribution and Schedule • What is matching? • Buyer Report • Invoice Entered but no Receipt • Invoice Entered with Match Exception • PO has been receipted but not invoiced • PO has not been receipted or invoiced • Knowledge Base • Questions

3. Why? • Raise buyer awareness – visibility of Open POs • Ensure vendor payments are not delayed • Reduce duplicated payments • Resolve Match exceptions as they occur • Reduce no. of open POs - encumbrances • Allow Buyers, Buying Network & AP to focus on problematic transactions

4. Distribution & Schedule Starts 22 March 2013 FrequencyWeekly If the buyer has no transactions with matching criteria, they will not receive an email

5. What is Matching?    Purchasing Receipt Purchasing Purchase Order Accounts Payable Voucher Matching Process (runs every night) Matched 3 ways? Match Exception (payment stopped) Payrun (placed in next payrun) No Yes

6. What is Matching? • Order • Order • Receipt • Receipt • Vendor Invoice • Vendor Invoice • Matched + + = 2 boxes Paper $55.00 2 boxes Paper 2 boxes Paper $55.00 • Not Matched + + = 1 box Paper 2 boxes Paper $55.00 2 boxes Paper $55.00

7. Buyer Reports

8. Buyer Reports • Each buyer will receive a report via email – showing only transactions with their buyer ID • The buyer report will consist of the following 4 reports: • Invoice Entered but no Receipt • Invoice Entered with Match Exception • PO has been receipted but not invoiced • PO has not been receipted or invoiced

9. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services ACTION

10. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services • If you have received the goods/services create a receipt

11. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services • If you have received the goods/services create a receipt • If you have only partially received the goods/services create a partial receipt – (invoiced for goods received)

12. Invoice Entered but No Receipt 1. • The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services • If you have received the goods/services create a receipt • If you have only partially received the goods/services create a partial receipt • If you have not received the goods/services: • - contact vendor to confirm order will be filled • confirm order is not a duplicate – check vendor POs, receipts and cross reference with report: • ‘PO has been receipted but not invoiced’ 3.

13. Invoice Entered with Match Exception 2. • Buyers will receive details of all Match Exceptions listed on the Buyer Reports • Buyers may also check these at any time using the Query: • FUP_MATCH_EXCEPTIONS_BY_BUYER.

14. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching ACTION

15. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching • Confirm Receipt details w/ PO and voucher • Activity Summary • Purchasing > Purchase Orders > Review PO Information >Activity Summary • OR • Document Status • Purchasing > Purchase Orders > Review PO Information >Document Status

16. Invoice Entered with Match Exception 2. • You raised a Purchase Order which failed 3 way matching • Variances in Qty, Price or Vendor ID • Advise AP accordingly • &, if necessary : • Contact Vendor for correction to the invoice or shipment of remaining Qty

17. PO has been receipted but not invoiced 3. You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. ACTION

18. PO has been receipted but not invoiced 3. • You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. • If you have received the invoice • - Fwd to Accounts Payable : invoiceap@unsw.edu.au • - Note the PO & Receipt IDs • - Incl. your B.Unit & Contact Details

19. PO has been receipted but not invoiced 3. • You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. • If you have received the invoice • - Fwd to Accounts Payable : invoiceap@unsw.edu.au • - Note the PO & Receipt IDs • - Incl. your B.Unit & Contact Details • Contact the Vendor to request Invoice

20. PO has been receipted but not invoiced 3. • You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. • If you have received the invoice • - Fwd to Accounts Payable : invoiceap@unsw.edu.au • - Note the PO & Receipt IDs • - Incl. your B.Unit & Contact Details • Contact the Vendor to request Invoice • Confirm order is not a duplicate – check vendor POs, receipts and cross reference with report: • ‘Invoice Entered but No Receipt’ 1.

21. PO has not been receipted or invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services ACTION

22. PO has not been receipted or invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services • Confirm the order is Valid – • Not a duplicate – check vendor POs, receipts

23. PO has not been receipted or invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services • Confirm the order is Valid – • Not a duplicate – check vendor POs, receipts • Vendor was not paid by CC or other means

24. PO has not been receipted or invoiced 4. • You have placed an order (more than 30 days ago) that you have not received nor have we been invoiced for the goods/services • Confirm the order is Valid – • Not a duplicate – check vendor POs, receipts • Vendor was not paid by CC or other means • Cancel the Purchase Order if it is not required

25. Queries • Description: List PO Open Encumb by BU • Query Name: FUP_PO_OPEN_ENCUMB_BUYER

26. Queries

27. Knowledge Base http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_About.html

28. Knowledge Base • NS Financials Knowledge Base > Purchasing • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_PO.html • Purchase Requisitions • Purchase Orders • eProcurement Orders • Match Exceptions • Online Training Tool • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html • Quick Reference Guides • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html

29. Support & Guidance • Buying Network • Ext. 53330, Email - Buyingnetwork@unsw.edu.au • Find My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html • Accounts Payable • AP Help - Ext. 53356, Email - aphelp@unsw.edu.au • Payment of Invoices, Email- invoiceap@unsw.edu.au • Finance Website – Purchasing • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html • Purchasing Guidelines & Procedures • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.html • http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf

30. User Support & Training Questions? • Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html • Training Enquiries • Rohin Whitford, Finance Trainer • Ext. 53550, Email fti@unsw.edu.au