1. Buyer Reports (An Introduction) Finance Business Solutions

2. Agenda Why has this report been developed? Distribution and Schedule What is matching? Buyer Report 1. Invoice Entered but no Receipt 2. Invoice Entered with Match Exception 3. PO has been receipted but not invoiced 4. 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 Purchase Order Accounts Payable Voucher Payrun (placed in next payrun) Matching Process (runs every night) Match Exception (payment stopped) Matched 3 ways? YesNo  Purchasing Receipt 

6. What is Matching? OrderReceiptVendor Invoice Matched OrderReceiptVendor Invoice Not Matched 2 boxes Paper $55.00 1 box Paper 2 boxes Paper $55.00 2 boxes Paper $55.00 2 boxes Paper $55.00 ++ ++ = =

7. Buyer Reports

8. The buyer report will consist of the following 4 reports: 1. Invoice Entered but no Receipt 2. Invoice Entered with Match Exception 3. PO has been receipted but not invoiced 4. PO has not been receipted or invoiced Each buyer will receive a report via email – showing only transactions with their buyer ID

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

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

11. Invoice Entered but No Receipt The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services 1. If you have received the goods/services create a receipt 2. If you have only partially received the goods/services create a partial receipt – (invoiced for goods received) 1.

12. Invoice Entered but No Receipt The supplier has billed us for your Purchase Order but you have not confirmed that you have received the goods/services 1. If you have received the goods/services create a receipt 2. If you have only partially received the goods/services create a partial receipt 3. 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’ 1. 3.

13. Invoice Entered with Match Exception 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. 2.

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

15. Invoice Entered with Match Exception You raised a Purchase Order which failed 3 way matching 1. 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 2.

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

17. PO has been receipted but not invoiced You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. 3.3. ACTION

18. PO has been receipted but not invoiced You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. 1. If you have received the invoice - Fwd to Accounts Payable : invoiceap@unsw.edu.auinvoiceap@unsw.edu.au - Note the PO & Receipt IDs - Incl. your B.Unit & Contact Details 3.3.

19. PO has been receipted but not invoiced You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. 1. If you have received the invoice - Fwd to Accounts Payable : invoiceap@unsw.edu.auinvoiceap@unsw.edu.au - Note the PO & Receipt IDs - Incl. your B.Unit & Contact Details 2. Contact the Vendor to request Invoice 3.3.

20. PO has been receipted but not invoiced You have received the goods/services that you ordered but we have not been billed for them OR only partially billed. 1. If you have received the invoice - Fwd to Accounts Payable : invoiceap@unsw.edu.auinvoiceap@unsw.edu.au - Note the PO & Receipt IDs - Incl. your B.Unit & Contact Details 2. Contact the Vendor to request Invoice 3. Confirm order is not a duplicate – check vendor POs, receipts and cross reference with report: ‘Invoice Entered but No Receipt’ 3.3. 1.

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

22. PO has not been receipted or invoiced 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 – 1. Not a duplicate – check vendor POs, receipts 4.

23. PO has not been receipted or invoiced 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 – 1. Not a duplicate – check vendor POs, receipts 2. Vendor was not paid by CC or other means 4.

24. PO has not been receipted or invoiced 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 – 1. Not a duplicate – check vendor POs, receipts 2. Vendor was not paid by CC or other means 3. Cancel the Purchase Order if it is not required 4.

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.auBuyingnetwork@unsw.edu.au Find My Buying Network - http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw ork.html http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw ork.html Accounts Payable AP Help - Ext. 53356, Email - aphelp@unsw.edu.auaphelp@unsw.edu.au Payment of Invoices, Email- invoiceap@unsw.edu.auinvoiceap@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.aufti@unsw.edu.au